LS Retail NAV Training Manual

Transcription

1 LS Retail NAV Training Manual Version September 2010 LS Retail ehf. Hofdatun 2, 105 Reykjavík, Iceland Tel: Fax:

2 Legal Notice This publication is subject to change without notice and does not represent any commitment on the part of LS Retail ehf. LS Retail ehf assumes no responsibility for any faults or shortcomings in this publication. The software described is supplied under license and must be used and copied in accordance with the enclosed license terms and conditions. According to Icelandic copyright legislation, it is against the law to reproduce any part of this publication in any form or by any means, without the permission of LS Retail ehf. Navision, C/SIDE and Navigator are registered trademarks of Microsoft Business Solutions aps. AssistButton, C/AL, SIFTWARE, FlowField, FlowFilter, SIFT, SumIndex, SumIndexField and TrendScape are trademarks of Microsoft Business Solutions aps. Infocode is a trademark of LS Retail ehf. Microsoft is a registered trademark and Windows, Windows NT and Windows XP are trademarks of Microsoft Corporation. IBM and OS/2 are registered trademarks and LAN Server, OS/2 LAN Server, Presentation Manager and WIN-OS/2 are trademarks of International Business Machines Corporation. Novell and NetWare are registered trademarks of Novell, Inc. UNIX is a registered trademark of Unix System Laboratories Inc. Paintbrush is a registered trademark of Zsoft Corporation. The Arial font was used. Copyright 1999, 2007 LS Retail ehf. All rights reserved. Published by LS Retail ehf.

3 Contents 1 Introduction Objectives Basic Information Overview of Functionality Items Product Grouping Pricing Special Offers Retail Campaigns Coupons Customer Loyalty and Gift Registration Infocodes and Other Features Stores POS Terminals Staff Customer Currency Overview of Sales Statistics Exchanging Data between Head Office, Stores and POS End of Day Procedures Batch Posting Inventory Management Reporting Maintenance Scenario 1 Bookstore Questions - Introduction Chapter LS Retail Setup Objectives Basic Information External Components Creating Default Data Mandatory Distribution Store Groups Retail Setup Numbering Principles Importing Data from an Existing System Scenario 1 Retail Setup Store Groups Questions Retail Setup Store Setup Objectives Basic Information Checklist for Store Setup Store Closing Methods Store Groups Store Setup Wizard to Create New Stores Numbering Series POS Functionality Profiles Tender Types Extra Print Setup Cash Declaration Setup Fixed Start Amounts for the POS Start In-Store Safes Income/Expense Accounts Work Shifts and Staff Sections and Shelves Scenario 1 Setting up a Store: Say Cheese and Smile... 60

4 3.19 Scenario 2 - Chain of Unusual Gift Stores Scenario 3 - Big Sales at Big Sales Questions Store Setup LS Retail POS Setup Objectives Basic Information Checklist for POS Setup Setting Up POS Terminals Interface Profiles Menu Profiles Menus Macros Run-Objects POS Modules External Commands POS Actions Hardware Profiles Configuring Keys Receipts Sales Types Functionality Profiles Advanced Learning Scenario 1: New Java Coffee Shop New Terminals Scenario 2: Setting up Hardware Profile for New Java Coffee Questions Inventory Setup and Management Objectives Basic Information Checklist for Inventory Setup Item Divisions Item Categories Product Groups Retail Items Special Groups Item Attributes Seasons Events Item Families Variant Framework Units of Measure Competitors Sections and Shelves Retail Item Printing Scenarios for Gypsy Fashion Retailers Questions Inventory Management Price Management Objectives Basic Information Price Groups Price Registration Promotions Deals Periodic Offers Testing Offers Retail Campaigns Infocode Discounts Coupon Handling Price Reduction on Items by Using Barcodes Scenario 1 French Film Festival in the fall

5 6.14 Questions Price Management Barcode Management Objectives Basic Information Barcode Masks Barcode Checking Barcode/PLU Registration Scenario Barcodes Used for Gypsy Boutiques Questions Barcode Management Store Management Objectives Basic Information Summary of the End of Day Procedures Statements Receipts Dashboards Scenario End of a Long Day at the City Supermarket Questions Store Management POS Management Objectives Basic Information Terminology Various Operations Sales Actions Voiding, Suspending and Refunding Price Checks and Changes Payment Actions Manager Operations Scenario 1 Creating POS Menus Scenario 2 Manager Sets Rights for Cashiers Questions POS Management Cash Management Objectives Basic Information In-Store Safe Using a Fixed Start Amount Using a Flexible Start Amount Working with Pick up Warning POS Tender Declaration Difference Handling Scenarios Cash Management Questions Cash Management Infocodes Objectives Basic Information Infocode Linking Setting Up Infocodes Infocode Assignment Data Entries Scenarios - Infocodes Questions Infocodes Statistics Objectives Basic Information Statistics Setup Sales History / Retail Hierarchy Advanced Statistics Scenario Statistics for Supermarkets

6 12.7 Questions Statistics Data Distribution Objectives Basic Information Default Data Distribution in LS Retail Data Distribution Groups Actions and PreActions Data Distribution Overview Checklist for Data Distribution Setup Setting Up Data Distribution Scenario Data Distribution Questions Data Distribution Replication Setup Objectives Basic Information Replication Options in LS Retail Checklist for Replicator Setup Setup The Scheduler Miscellaneous Jobs Methods of Replication Preload Actions Filters in Replication Advanced Learning Scenario 2 Distribution Location Filters Questions Replication Setup Replication Management Objectives Basic Information Scheduling Scheduler Jobs Running the Scheduler Server Resetting the Replication Counter Deleting Scheduler Logs and Actions Scenario Replication Management Questions Replication Management Appendix A Tables to Replicate

7 1 Introduction 1.1 Objectives The objectives for this chapter are Overview over the course Getting information on the demonstration data Introducing the basic functionality 1.2 Basic Information This introduction contains prerequisites and useful information about the LS Retail training course. This LS Retail course is mainly an instructor-led training course but assists as well on selflearning. The chapters contain instructional text, which introduces an area of the program and examples of how this area works Target Audience The course is intended for people working at Microsoft Dynamics NAV Partners who want to set up and configure LS Retail, and for those who want to be able to provide support for the application. This document is not intended for end-user training and partners are not allowed to give this documentation without written permission from LS Retail Course Prerequisites Participants need to have a good basic knowledge of Microsoft Dynamics NAV. Before you begin the course, you must have Microsoft Dynamics NAV, Version 5, installed. The setup of Replication and the Data Director may require the installation of a Microsoft Dynamics NAV database server. You should know how to work with Microsoft Windows Services and view events from the Event Log. For the data distribution and replication part of the course you need to have solid understanding of the TCP/IP networking protocol. You need to know how IP addresses can be assigned and know how to use tools such as Ping and Tracert. You need to be familiar with how to assign service names to port numbers using the Hosts and Services files Demonstration Data For certain chapters, especially the POS Management chapter, it is recommended to use the demonstration database in the 5.05 version of LS Retail About the Demonstration Data All exercises are based on a fictitious company, CRONUS International Ltd, which started in May 2005 with two food markets, two fashion stores, one electric store, and a restaurant combined with pizzeria and call center. The CRONUS International Ltd. Company is divided into five stores a restaurant and a head office. The stores are called CRONUS Super Market South, CRONUS Food Market North, CRONUS Fashion Store North, CRONUS Fashion Store South, CRONUS Electrical Store

8 South and the CRONUS Restaurant. There are several POS Terminals and Cashiers per store. Item Divisions are Food and NonFood. The item categories are: Audio/HiFi, Beverages, Clothing, Dairy Products, Drinks, Fruit and Vegetables, Home Appliances, Meals and Stationary. Each item category is divided into several product groups Dates The dates shown in the screen shots have the European format. Therefore, if you use a different date format, there will be differences between the solutions in the training material and your solutions. The demo data is designed for the work date It is important that this date is used when performing the activities License Information If you are using the demo-database, you need your Microsoft Dynamics NAV developer license to run the examples in this course Further Information For further information about the LS Retail training course, refer to: support@lsretail.com 1.3 Overview of Functionality Following is a listing of the main functionality available in LS Retail. 1.4 Items Items are the fundamental units in the LS Retail system. An item in LS Retail is actually an item from the Microsoft Dynamics NAV standard application, but with extensions made for the retail industry. In addition to the Navision standards items, LS Retail includes numerous features that concern item sales at the point of sale. Following is a list of the main features: Barcodes and Variants Each item can have any number of barcodes linked to it. It is possible to link the barcodes directly to the item or let them represent different units of measure for the same item, such as cases or packs. LS Retail also supports barcodes where the quantity (weight) or the price of the item is included in the barcode. It is also possible to link a barcode to a specific variation of the item, commonly referred to as Variants. Variants are a part of the Microsoft Dynamics NAV standard application. In LS Retail the Variants have been extended so that they can have up to six different variant dimensions. The Variant creation process has also been modified in LS Retail, since Variants can be created automatically based on Variant Frameworks. It is also possible to create Barcodes representing the Variants at the same time, by assigning a Barcode Mask to the item. The system can make sure that barcodes conform to the EAN standard.

9 1.4.2 Item Search LS Retail has a special Item Search Window that allows the user to quickly search for items. Searches can be based on full or partial values of fields. The searchable fields consist of: Item Number Description Barcode Special Group Division Item Category Product Group Season Vendor Number Vendor Item Number Attribute Code and Attribute Value

10 1.4.3 Item Hierarchy LS Retail has a five-level static item hierarchy: 1. Item Division (called Division in LS Retail) - the most general grouping of items. This functionality is only used for Open to Buy. 2. Item Categories categories within an Item Division. 3. Product Groups groups within an Item Category 4. Items 5. Variants used to represent variations such as color and size within the item. The Item Hierarchy can be viewed in LS Retail - Back Office, Setup, Item, Dyn. Item Hierarchy: When you click (with F5) on a Product Group, for instance Men s clothing, you get the Items: To get the Variants you need to select the Item that you want to view variants for and click F5 (or Item Hierarchy, Show Item) for the selected item. A new window is displayed showing the variants available:

11 Each item can belong to one Item Category and one Product Group. This relationship makes it possible to analyze sales on both group and category level. This also makes is possible to manage certain attributes common to all items within a group by changing the attribute at group level and then copying the change to all items within the group. It is possible to control a number of item related attributes this way, which in turn simplifies the maintenance of the item file Item Distribution LS Retail includes a functionality to control the ordering process. This is configured via Item Distribution, which in turn is configured at the store group level. Each item can have many item distribution lines. The stores select the appropriate distribution based on the priority of the store groups. The two main functions of Item distribution are to specify: Where the item should be distributed To control the ordering process for the item The ordering parameters consist of: Specifying if the item is active, on hold, not purchased again, out of stock, or blocked for sale. If ordering is by store or central If the ordering is manual or automatic The number of shelf facings for the item 1.5 Product Grouping Grouping retail items together is a very important tool for making the handling of items more efficient Item Divisions Item Divisions (called Divisions in LS Retail) represent the most general grouping of items but are only used for Open to Buy and not for statistics, analyses etc.

12 1.5.2 Item Categories Item categories represent the next general grouping of items, making it possible to examine sales statistics from a broader perspective Product Groups In LS Retail, product groups provide default posting setup groups that the system assigns to the item when you choose a product group for it. Product groups can control the barcode construction and variant groups for the retail items included in each group. They can also make the process of locating items in sections and shelves easier and control the location distribution for the items. Furthermore, discount offers can be created for product groups, item variants as well as retail items Seasons Seasons are used for the Merchandizing Module within LS Retail. On the Retail Item Search form you can filter on the seasons. It is possible to link Special Groups to Seasons Events Events can group items for sales promotional purposes. A typical event would be an end of the year sales promotion. The promotions and discount offers have the option to get all the items which belong to an event, making the creation of the offer much easier and faster Special Groups It is possible to group items, either for the retail item search or the dispense printing in LS Hospitality. Each item can be in more than one special group. This can also be useful for various statistical purposes. The promotions and discount offers have the option to get all the items that belong to a special group making the creation of the offer much easier and faster. A special group can be linked to an event Item Attributes The main purpose of Item Attributes is to give additional attributes to an item which could come from other NAV tables. It is a kind of alternative to adding new fields to the item table. Item Attributes can be used as a search filter on the Retail Item Search form Item Families Item Families are a basic item grouping mechanism to give the retailer a possibility for additional item grouping. 1.6 Pricing Prices The pricing mechanism in LS Retail builds on the price structure in Microsoft Dynamics NAV. Items can have multiple prices that are valid on different dates. Prices can be based on different Units of Measure or Variants and can be in different currencies. Different stores can have different prices. This applies to customers as well, except that customers cannot have a special price per store. The application can compare store prices (including special offers) with customer prices in order to find the lower price for the customer at the POS.

13 Prices can be based on Retail Price Groups, which in turn can have different VAT Posting Groups. This makes it possible to have different prices that are valid for customers in different VAT categories. This is useful in duty-free retailing or when working with multinational companies. 1.7 Special Offers LS Retail supports four types of offers: Deal Promotion and Discount Offer Multibuy Discount Mix & Match A Deal is a special promotion with items and a selection of items from a POS PLU menu. The Deal has a special Deal price. The Deal must be selected manually from a POS button. If items that are in a Deal are selected manually that is not by the Deal on the POS, this will not trigger the Deal. Promotions and Discount Offers work similarly. The main difference is that Promotions are regarded as periodic price changes and build the standard price while the Discount Offer will work as a discount at the POS. This means that a Discount Offer can be triggered on top of a Promotion. Both offers can be based on specific Price Groups or Currencies. An item can be in only one active promotion at the time. As the name suggests, a Multibuy Discount offer gives different levels of discounts based on the number of Items the customer buys. In other respects it works in ways similar to the Discount Offer. The last offer type is Mix & Match. It is a more versatile type of offer since it can be triggered by a combination of factors, such as Items, Product Groups and Variants, Discounts can be in the form of a deal price, a discount amount, a discount percentage, least expensive or be specified for individual Mix & Match lines. Discount Offers, Multibuy and Mix & Match are called Periodic Offers. Items are not restricted of being included in just one periodic offer at a time, since periodic offers can be given different priorities. The offer with the lowest priority value will always be triggered first and the offer with the highest priority value is triggered last. 1.8 Retail Campaigns By using Retail Campaigns a retailer can define a set of offers Deals, Promotions, Discount Offers, Multibuys and Mix & Matches - that are valid within the same validation period frame. A typical example would be an advertisement newsletter containing different pages. The offer can be assigned to a specific page in the newsletter and so it is possible to see the result of the retail campaign as a whole or by specific pages in the newsletter. Furthermore, it is possible to assign specific documents transfer orders and purchase orders to the campaign.

14 1.9 Coupons Coupons are a merchandizing functionality of LS Retail. A return coupon is a coupon that is issued at the POS in order to encourage the customer to return to the store. The coupon is usually in the form of some sort of discount or payment. These coupons can be triggered at the end of sale. Manufacturer coupons are issued by the manufacturer of a product in order to increase sales and product awareness. These coupons are commonly printed on container boxes for the products or in newspapers and magazines. Once accepted, the manufacturer owes the store the coupon amount. Because of this, these coupons do not affect the profit of the sold item Customer Loyalty and Gift Registration Customer Loyalty The customer loyalty functions found in LS Retail allow you to assign loyalty points to your contacts based on their purchases. The points earned can then be used as payment on the POS. The loyalty point calculation can be based on a number of rules that are applied to the items the customer buys. Rules can be based on: Items, Item Categories and Product Groups Promotions and Periodic Discounts Tender Types The calculation rules can have starting and ending dates as well as quantity limits. The rules can be based on the total amount or the number of items bought. It is also possible to assign a fixed number of points per rule. The loyalty module supports magnetic cards, which makes it an easy option to issue loyalty cards to customers. In LS Retail 5.05 the customer loyalty functions are available in an online installation and by using the transaction server Gift Registration Gift registration allows customers to register items they would like to receive as gifts, for example for a wedding. Each gift registration gets a unique number and is assigned to a person. This makes it easy to keep track of which gifts a person has requested. Once the gifts have been registered it is possible to assign discounts to each gift and also the requested quantity. The system keeps track of which gifts have been bought in order to make sure that gifts are not bought many times. In LS Retail 5.05 gift registration is only available in an online installation.

15 1.11 Infocodes and Other Features Infocodes Retail items can be assigned multiple infocodes, an important tool to receive additional information about the item sale or return. The system prompts the operator at the POS terminal for an input that can be validated against the customer file, the item file, as numeric, as belonging to a predefined code list, and so on. Infocodes can also be used with predefined tender types, customers, income/expense accounts and specific POS events Label Printing You can assign a shelf label or an item label report to a retail item. For each store, you can print shelf labels and item labels for chosen items or only for items on which label information has changed. LS Retail provides basic label reports but you can change them or create entirely new ones to fit your needs better Linked Items Retail items can be linked to other retail items, for example bottle deposits that are linked to drinks. This feature is only available on the POS but not in Navision Standard sales Stores Stores are the basis for using POS terminals. Besides having a unique distribution location, you must specify a unique location in the standard Microsoft Dynamics NAV system. You can also assign a department to a store. For each store, you choose its closing method, its statement method, choose a G/L Account for rounding and set limits for allowing posting.

16 Tender Types LS Retail allows you to define and configure functionality for the tender types in each store. You enter details for handling amount, change, receipt printing, posting and so on, depending on tender types such as cash, checks, accounts and foreign currency Income and Expense Accounts You can link store income with income accounts and store expenses with expense accounts. You assign G/L accounts to these accounts for posting and enter POS terminal receipt texts Sections and Shelves You can create a physical structure for each store, based on sections and shelves. On store level, retail items can be assigned to these sections and shelves. Sales and profit statistics are shown for one section and shelf per item. This feature does not support store optimization and inventory by section or shelf POS Terminals POS Terminals represent the front end of your store. You can control various aspects of their functionality and default settings from LS Retail, such as the handling of return transactions, login/logout procedures, texts that will be printed on receipts and are displayed at the POS terminals POS Profiles LS Retail works with four types of POS profiles: the Functionality profile, the Hardware profile, the Menu profile and the Interface profile. The functionality profile contains functional settings like the rounding of numbers or functions of the transaction server. The hardware profile contains the OPOS driver link for POS peripherals as well as the keyboard mapping. The menu profile defines the menus setup. The Interface profile defines the look of the Interface, such as what to show/hide, colors, height/width and so on Staff LS Retail keeps records of the members of the staff, such as ID number, address and phone number. You assign each member a type of authorization for various actions at the POS terminals, such as voiding transactions, performing tender declaration, overriding price, and maximum discount to give. A staff member can be assigned to its default store and to additional stores. The staff can act as a cashier or as a sales person on the POS terminal Customer LS Retail has the option to use parts of the standard Microsoft Dynamics NAV Customer table with an extension relating to POS terminal operations like infocodes Currency LS Retail allows you to control the rate of exchange for each currency on the POS terminals, currency symbols, how rounding is handled and how amounts are displayed Overview of Sales Statistics LS Retail offers two kinds of statistics, one based on the POS terminal transactions, the other based on special statistics tables.

17 Transaction Statistics LS POS writes the sales data into transaction tables. This allows statistics down to the source of information. You can view a scrollable list of sales data for any period you select (with the possibility of viewing the transactions behind the figures) for retail items, product groups, item categories, infocodes, stores, sections, shelves, staff members and POS terminals Statistics Based on Statistics Tables The number of transactions in the database can grow depending on the type of business involved. There are four special statistics tables in LS Retail: Item Sales, Staff, POS Terminal and Payment. If used they contain a summary of the transaction information, giving you access to certain compressed details from the transactions, even after they have been removed from the database Exchanging Data between Head Office, Stores and POS In LS Retail, communication with the point of sale consists either of running the POS as a client in the stores database, replicating between store and POS or replicating between head office and POS Distribution Locations Distribution locations are the basis for the flow of data, both between LS Retail databases and between LS Retail and POS terminals. An example of a distribution location is a head office, a store and a POS terminal. The distribution location contains information needed for replication Manual Exchange The user can manually run replication jobs scheduled for automatic data exchange management Actions LS Retail uses actions to keep track of which records have been changed in relevant tables. By using them you can greatly reduce the amount of data that needs to be sent to the POS terminals or replicated between databases. An action is created every time you modify, add or delete a record in a table defined for this feature in LS Retail. The data exchange with POS terminals can be performed either on the basis of these actions or on the entire tables. Likewise, when replicating, you can choose to replicate by actions. Then, the system will only add, delete or update a record if an action for it exists.

18 Scheduler LS Retail has a built-in scheduling mechanism that can be used to run batch jobs. The scheduling mechanism is also used to schedule transfers of data between head office and store or from store to POS terminals. These transfers can be done either with the LS Retail Replicator or the LS Retail Data Director. The Scheduler is a flexible tool that can operate according to a number of parameters. Jobs can be scheduled to run on regular intervals. The Scheduler can be run as a part of a Microsoft Dynamics NAV client or as a part of the Microsoft Dynamics NAV Application Server End of Day Procedures The procedures that typically need to be executed at the end of the day, involve collecting and calculating transaction data, entering counted amount against the transaction amount and finally posting the data. If required, tender declaration can be run on each POS terminal Transactions You can view all information on transactions that have been made at the POS terminals and imported into the LS Retail Back Office. Each transaction can include sales and payment entries, infocode, mix & match and tender declaration entries Pick up and Cash declaration When the cashier ends the work for the day or for the shift, it is necessary to count the money and other countable tender types in the drawer so the system can compare it with the money that should be in the drawer. This process is called Cash Declaration. It can be done at the POS or if not done at the POS, then later in the back office as part of the statement procedure. If a part or all the money from the drawer shall be taken to bank, then the cashier can do a Pick Up which is called Remove Tender in the system. With the pick up procedure the cashier declares the amount of money and other tender type which can be picked up to be brought to the bank or kept in the safe Calculating and Posting Statements When you create a statement and calculate it, the system marks all unmarked transactions made from and up to the date and time selected in the statement if the closing method of the store is by date. If the closing method is by shift, it marks all unmarked transactions that belong to the currently open work shift. It then sums up the transaction amounts in each tender type, and enters the result for each tender type into a statement line. It creates a line per staff member or POS terminal if the statement method is defined in such a way. It is possible to calculate the same statement repeatedly, as more transactions come in, to check on the total sales results.

19 Work Shifts If you need to close down the POS terminals by work shift and need to make a statement per shift, you can choose a work shift closing method for your store. The closing of the store procedure ensures the correct handling of shifts, taking into consideration overlapping and continuing past midnight Batch Posting The Batch Posting functionality in LS Retail allows users to place specific documents like sales or purchase orders, transfer orders and statements into a Batch Posting queue. The Batch Posting Scheduler will then run the Batch Posting. For statements this means that together with the option to accept statements in the store the processing of statement posting can be done an easier way than with manual posting. The store can create and calculate the statement, then do the tender declaration if not done on the POS yet and finally accept the statement. The headoffice can then check the statement and send it into the Batch Posting queue to be posted via the Batch Posting Scheduler Inventory Management Inventory Management provides a simple method of collecting data for stock control. The processes used for these tasks are designed to be as simple as possible for the user. By creating a consistent look and feel for the user in all worksheet processes, the system ensures that the process is completed according to the process configuration. This produces more reliable data in the system as the user is always led through the process Product Distribution The system offers the facility to determine the product range offered at the store. This narrows the store s view on the item master. For example a store that only has a range of 2000 items can only work (view, order) with these items, even though the company has items. This will simplify the view for the store and give head office more control of what is being offered at each store. Head office can then produce list of items that have not been ordered by store, according to the product distribution Worksheets The worksheet gives the user a common look and feel for all journal stock-keeping processes. For each worksheet there is a Mask record that controls the behavior of the worksheet and worksheet lines. The worksheets work on top of standard Microsoft Dynamics NAV item journal lines and requisition lines, and the system uses worksheet lines for journals not offered by Microsoft Dynamics NAV. The worksheets are defined for specific stores. This makes it possible to define a specific configuration for each store.

20 The Mask record can be created by entering the type, journal name and store number or the user can go into very specific control configuration Stock Transfer The system simplifies the usage of the Microsoft Dynamics NAV Standard Transfer Documents by organizing documents in four groups: Request Sent Requests To be picked To be received The grouping gives the store staff a simpler view of the transfer documents pending Picking Documents A picking document gives the functionality to pick items against a Sales Order, Purchase Return Order or Transfer Out Documents. The form will display all discrepancies between the picking document and the original document. These can be: Too many Not enough Not ordered When using a radio frequency handheld terminal for picking, the system will notice the discrepancy at the time of scanning and when closing the picking the system will inform the user about the discrepancies on the handheld terminal and offer an opportunity to correct. When using a batch handheld, the user will not see the discrepancy until he imports the data to the system Receiving Documents A receiving document gives the functionality to receive items against a Purchase Order, Sales Return Order or Transfer In Documents. The form will show the user all discrepancies between the receiving document and the original document Handheld Terminals All processes in Inventory Management can be performed by handheld terminal. Using handheld terminals vastly increases productivity and simplifies data collection. There are three types of handheld terminal connection: Generic handheld terminals HandPoint handheld terminals Radio frequency handheld terminals 1.22 Reporting General LS Retail provides extensive reporting capabilities in addition to the standard Microsoft Dynamics NAV Inventory reports. Reporting can be done in a number of ways but is always based on one of three levels. These are: Transaction level

21 Statistics level Sales history Based on these three levels, the system provides a number of reporting options, both in the form of online analysis or in the form of reports. Both report and online analysis provide support for Navision specific features such as Filters and FlowFilters. This allows the user to quickly filter the data the reports should be based on. The online analysis also supports period-based reporting, allowing the user to select the days, weeks, months, quarters or years the report should be based on. Custom date filtering is also supported. Transaction and Statistics level reporting can also be done on time basis giving the possibility of analyzing the sales flow throughout the day. In addition to this, sales on Item and Store level can be displayed in graphical format Advanced Statistics The Advanced Statistics module contains additional reporting options for use on statistics level. This allows the user to set up an own analysis view on the data, similar to the Account Schedules module in the General Ledger module Maintenance LS Retail includes a number of clean-up and archiving mechanisms that are used to control the growth of the database by either deleting or archiving some of the redundant data. Records from specific log tables can be deleted after some specified days and POS Transactions can be archived Scenario 1 Bookstore South Coast Book Shops Head Quarters are located in Bexhill, England. South Coast Book Shops is a chain of bookstores along the south coast of England, from Torquay in Devon to Bexhill in East Sussex. Mr. J. Black is planning to start using LS Retail NAV for his chain for bookstores. The features that attract him the most about the solution, apart from the desirable overall functionality, are the possibility of using loyalty cards and gift registration and the POS Terminals. Mr. Black deals in both new and used books as well as gifts and stationary. In some of the towns where his shops are the average population are elderly people so he is keen on giving them special offers and use various ways to encourage the customer s loyalty. This has to be done in a simple manner so he welcomes the use of magnetic cards that he can issue to his customers Questions - Introduction Chapter 1. Each item can: (a) Have one barcode linked to it. (b) Any number of barcode linked to it. (c) Have a main barcode linked to it and extra barcodes only in exceptional cases.

22 2. What kinds of offers are available in the LS Retail NAV? (a) Deals, Promotions, Discount Offers, Multibuy and Mix & Match. (b) Deals, Promotions, Multibuy, Mix & Match and Special Offers. (c) Promotions, Discount Offers, Multibuy, Mix & Match and Special Offers 3. In LS Retail, communication with the point of sale consists: (a) Either of running the POS as a client in the stores database, replicating between store and POS or replicating between head office and POS. (b) Only running the POS as a client in the stores database, replicating between store and POS. (c) Only replicating between head office and POS. 4. LS Retail provides extensive reporting capabilities in addition to the standard Microsoft Dynamics NAV Inventory reports. What three levels is the reporting based on? (a) Sales level, Stores and Items (b) Transaction level, Stores and statistics (c) Transaction level, Statistics level and Sales history

23 2 LS Retail Setup 2.1 Objectives The objectives for this chapter are Introducing the Retail Setup with the necessary data Listing checklists, components and other basic information for the setup Getting the user acquainted to the Distribution Location Getting the user aquatinted to the Store Groups 2.2 Basic Information The LS Retail System is a powerful link from the front end of your stores, the POS terminals, and your business accounting setup. It controls the fundamental needs for the retail business, such as items, prices, staff and customer. It offers various POS functionality as well as functionality for calculating and posting statements. LS Retail offers several ways of exchanging data between stores, head office and POS terminals. By using the built in distribution management, you can control exactly what data is present in each store and thus set a limit on for example which items are sold and which discount offers are valid in each store. LS Retail manages replication of data between databases and supports the head office - branch structure. Replication is scheduled by the user and can be set up in such a way that only changed information is replicated. It makes extensive use of the distribution principles. LS Retail offers you a model on which to structure your business. You divide your business into store groups. You can divide each store into sections and shelves, and thus have access to statistical overview of sales for each store, section and shelf. In addition to keeping track of items in sections and shelves, you group items together into product groups and product groups into item categories, ensuring better control and overview of sales in your business. LS Retail offers several ways of controlling item prices at the POS terminals. Among them are multiple retail item sales prices, discounts on specific items, product groups, item categories and all items. The system allows quantity discounts and discounts on combinations of items; this functionality is called mix & match. It provides extensive control of functionality for tender types and means to define how POS terminals operate in the store, together with staff operational authorization. LS Retail gives you the possibility to extract accurate sales information by providing you with numerous statistical windows and reports that build on statistic tables, item value entries and transactions from the POS terminals. Thus, you can know which items or variants are most popular, which store or POS terminal is selling the most and how the staff performs. By examining peak hours and load on specific POS terminals, it helps to plan when you need more POS terminals open and schedule work shifts accordingly. Included in Microsoft Business Solutions-Navision is a report generator which gives you the opportunity to design your own reports or adapt standard reports to your needs. Special statistics tables retain the main information on item sales, staff, POS terminals and payment broken down into user defined time intervals. You can choose whether you want to retain information on each item, product group or item category.

24 For the retail part Infocodes can be assigned to items, customers, tender types, income /expense accounts and some POS events. They make it possible for your business to get additional information needed at transaction time, such as, flight no., sales person ID, reasons for returns and so on. POS actions allow further activity on POS events like showing messages and running special objects LS Retail allows six retail variant dimensions to be used for size, color, style and other variant building reasons. It provides statistical breakdown of sales results on all of them. It can generate barcodes for these variants and perform barcode checking Checklist for Starting LS Retail When you set up LS Retail, you must enter certain information before you can start running your business. Depending on how you want to structure your business, the setup can vary from one company to another. Certain setup is mandatory, other is optional. For starting LS Retail perform the tasks according to the order given: Order Task/Overview Mandatory 1 Installing External Components for LS Retail Yes 2 Retail Setup Yes 3 Inserting Default Data for LS Retail No 4 Setting Up Mandatory Distribution Group Yes 5 Setting Up Distribution Locations Yes 6 Assigning Distribution Locations to Distribution Groups Yes 7 Defining Store Groups Yes 8 Numbering Principles Yes 9 Setting Up Initial Entry Nos. for Distribution Locations No 10 Setting Up Statistic Time Intervals No 11 Selecting Statistics Tables No 12 Importing Data from an Existing System No 13 Configure Retail Users No 2.3 External Components To be able to run LS Retail POS, statistical graphs and the visual menu editor in LS Retail to run you must install certain OCXs. To Install External Components for LS Retail: 1. Run LS Retail Toolbox 4.4x.exe The system will install and register the components. The toolbox will be installed to: C:\Program Files\LS Retail\Toolbox. We recommend that you restart the computer after installing the toolbox. The toolbox needs to be installed on computers where you run LS POS, LS POS Setup, such as configuring the hardware profile, Graphical LS POS Design, PlusGraph, POS Dual Display or NAS Manager.

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26 2.4 Creating Default Data In order to make the setup process easier, you can insert certain default data, common when setting up LS Retail. Then you can change the settings as needed. Default data can be automatically created for the following: General Retail Settings: LS Retail POS Settings: Replenishment Settings Distribution Groups POS Commands Replenishment Settings Retail Setup POS Colors Price Group POS Lookup Menus System Version POS Print Variables Label Reports POS OPOS Messages Barcode Characters POS Profiles Statistics Time Setup POS Menus Barcode Masks Tender Types User Roles and Permissions Table Distribution Number Series Scheduler Subjobs Scheduler Types To Create Default Data for LS Retail: 1. Click LS Retail Back Office, Setup, Retail Setup. In the Retail Setup window, click Functions, Insert Default Data. 2. In the Insert Default Data window select the default data you want to insert by placing checkmarks in front of the relevant options.

27 3. By default all data is marked to be inserted. In case you like to insert only specific data, you can remove the checkmark from the not required data. To remove the checkmark from all data you need to click the Clear All button. 4. Click Insert. The system will insert the default data, but you can change the data inserted as needed for your company. 2.5 Mandatory Distribution When you start using LS Retail, before you start entering data into the system, you need to set up one distribution group that includes all locations. To Set Up Mandatory Distribution Group: 1. Click LS Retail - Scheduler, Distribution, Distribution Groups. 2. Press F3 to enter a new distribution group. 3. Fill in the Group Code for the Group that represents all Distribution Locations and the Description field. 4. Place a checkmark in the No Filter field. 5. Click Group, Subgroups. 6. Fill in the Subgroup Code and Description fields. 7. Place a checkmark in the No Filter field. 8. Fill in the Group Code for the Group that represents the Default Group. 9. Place a checkmark in the Default Group field. You have now set up a distribution group that distributes data to all distribution locations, if no other distribution group is defined for a distribution location and a distribution group used as default Distribution Locations Distribution Locations are used for defining the direction of data exchange, that is, from which location the data is sent and to which location the data is sent to in your system. In every setup of LS Retail you must set up at least one distribution location, representing the head office in your system. When you create a store the system creates a distribution location with the same identification number as the store. When you create a POS terminal the system creates a distribution location with the same identification number as the POS Terminal. There are two possible setups of distribution locations for POS terminals: If using the PlusCfront Replicator you set up an ordinary distribution location for the POS terminal. If using the Data Director you have the option to set up a distribution sublocation for the POS terminal. The Create New Store Wizard on the store card allows you to create distribution locations or distribution sublocations for the POS terminals. To Set Up Additional Distribution Locations: 1. Click LS Retail - Scheduler, Distribution, Distribution Location Card. 2. In the Distribution Location window, press F3 to create a new distribution location. 3. Fill in the Code and Description and Distribution Group fields.

28 4. If setting up replication for the distribution location, fill in the Replication tab according to the online Help (press F1) in the Distribution Location window. You need to take one field at a time, press Help/F1 for each to get help for each. Each card is normally filled out with data that corresponds with the demo data available Assigning Distribution Locations to Distribution Groups Each distribution location is a member in a distribution group, as well as in a distribution subgroup. Each distribution location is automatically assigned to the mandatory distribution group that preferably should have been set up before creating any distribution locations. For each store created, a distribution location representing the store is automatically created, as well as a distribution subgroup that has been assigned to the distribution group the store locations is assigned to (not the mandatory distribution group though). When setting up the system, you must define if further assignment of distribution locations to distribution groups and subgroups is needed. To Assign Distribution Locations to Distribution Groups: 1. Click LS Retail - Scheduler, Distribution, Distribution Location Card, the Distribution Location window appears. 2. Browse to the relevant location. In the Group Code field, select the distribution group you want to assign the location to. 3. Click Group, Subgroups. 4. In the Distribution Subgroups window, select the relevant subgroup or create a new one. 5. Click Subgroup, Member List. 6. In the Distribution Subgroup Members window, select the desired distribution location(s) in the Distrib. Loc. Code field. Attention

29 Each distribution location can be assigned to as many distribution subgroups within the same distribution group as needed. Besides being assigned automatically to the All Stores distribution group, each distribution location can only be assigned to subgroups in one distribution group Distribution Group Assignment It can be very useful to check of which distribution groups and distribution subgroups a distribution location is a member. To View Distribution Group Assignment: 1. Click LS Retail - Scheduler, Distribution, Distribution Location Card. 2. In the Distribution Location window, browse to the relevant location, and look up the Distribution Group field. 3. In the Distribution Groups window click Groups to view all distribution subgroups this distribution group contains. 4. Select a distribution subgroup and click Subgroup, Member List to view all members of the distribution subgroup. 2.6 Store Groups Defining Store Groups Store Groups are used to group stores in different categories like Food or Fashion. The Store Groups have a link to the Distribution Groups. To Set Up Store Groups: 1. Click LS Retail - Scheduler, Distribution, Store Groups. 2. Press F3 to enter a new Store Group. 3. Select the Store Group Type, All for All Stores, Group for a Group of Stores or Store for a single store 4. Insert the new Store Group Code and the Description 5. Assign the required Distribution Group Code and Distribution Subgroup Code. Attention In the Store Grouping a store can belong to many Store Groups while in the Distribution Grouping a Store can only belong to one Distribution Group. Therefore it is possible to define Store Groupings which in the end do not have any members in the liked Distribution Grouping. You should avoid this since otherwise you might have problems with replication. A proper decision and setup is vital for the further process. It is not possible or not realistic to change a decision later. Example 1: Stores are only grouped into Food Stores and Non Food Stores and they can only belong to one group. Then it is possible to have a Distribution Group for Food and a Distribution Group for Non Food since the Distribution Locations of the stores will be member of one Distribution Group only. Example 2: Stores are grouped into Food Stores and Non Food Stores and as well into countries like Denmark and Sweden. A store can be therefore a member of Non Food Stores and Denmark while another store is a member of Food Stores and Sweden. Then it is not possible to have a Distribution Group for Food, for Non Food, for Denmark, and for Sweden since the Distribution Locations of the stores can be member of one Distribution Group only. Then there should be a general Distribution Group like Stores which has several subgroups, in this case Food, Non Food, Denmark and Sweden. The Distribution Location of the Non Food Store in Denmark has then to be a member of Distribution Group Stores, Distribution Subgroup Non Food and Distribution Group Stores, Distribution Subgroup Denmark. The Distribution Location of the Food Store in Sweden

30 has then to be a member of Distribution Group Stores, Distribution Subgroup Food and Distribution Group Stores, Distribution Subgroup Sweden. 2.7 Retail Setup In the Retail Setup window, you can decide how you want the program to manage the LS Retail system. Below is a description of which setup is carried out in each of the tabs in the Retail Setup window General LS Retail offers varied features that can help you manage your retail business. You must register that LS Retail is in use and which store is your local store in the database you are working in. You can register the default price group and the default VAT business posting group used in your business Posting When using different kind of discounts, you can select the way of posting. If you like to do the physical inventory (stocktaking) in LS Retail POS, you need to insert the Physical Inv. Ledger Template and the Physical Inv. Ledger Batch to store and post the stocktaking. On the Posting tab in LS Retail Back Office, Setup, Retail Setup the more detailed settings are set up. In the Item Posting Date drop-down selection there are two options, Statement Posting and Transaction Date. The difference between these two are that if you select Statement posting the transaction is marked on the date you post the statement, but the Transaction Date option marks the statement with the date when it was actually made. In the last two fields the concept Dimensions is used. Dimensions are set at several places and it is useful at least to look at the LS Retail Back Office, Retail Item Card and select the Item button for the dimensions most often used for Posting, including Area.

31 For overview on the Area settings go to the standard Navision menu Financial Management, Setup, Dimensions, Dimensions. There is a detailed overview over all the possible Areas available on the Dimension tab select Dimension value Labels Parameters for label printing are defined here.

32 2.7.4 Sales History For optimal statistics view you can select the type of statistics you want the system to keep and create a view for Global Refund In case you use Global Refund for issuing Tax Free Cheques, you find a setting in LS Retail. LS Retail does not provide you with the external components for Global Refund. You need to contact Global Refund in order to get those. It is therefore normal and correct that you cannot compile the Codeunit , POS Global Refund Utility Version This shows you the actual version of LS Retail. Setting up Retail Setup: 1. Click LS Retail Back Office, Setup, Retail Setup. 2. Place a checkmark in the LS Retail in Use field. 3. Fill in the Local Store No. field. 4. Fill in the Store No. Nos. field. 5. Fill in other fields as needed. 2.8 Numbering Principles In Microsoft Dynamics NAV, you can set up a complete numbering system consisting of a virtual unlimited number of number series for all types of basic information.

33 In every company in your retail business, you must assign unique identification codes to certain tables such as the Item, Staff, POS Terminal and Statement table, to ensure proper functionality of your system. Numbering is important, not only for identification purposes, but because a practical numbering system makes the entire company more manageable. A practical numbering system can also reduce the number of errors that occur in the data entry. In certain tables in LS Retail, you may want to have numbers inserted manually. You can set this up for all tables except Statements, which should have an automatic creation of numbers. LS Retail offers you a way to select the initial entry numbers of ledger entries in each store where posting takes place. This is necessary when ledger entries are replicated from stores to head office. Attention If you use number series for a table, you need to insert records in the table in the head office database only if you are replicating it from head office to stores. Only if you are sure that the identification codes will be unique over all stores, then you can use number series when inserting records in the stores' databases Setting Up Initial Entry Nos. for Distribution Locations You may want to replicate ledger entries between stores and head office. Therefore, ledger entries cannot start at number 1 in each store and the head office. Each store and the head office need to have its own number range that does not overlap the range of another store or the head office. The head office must also have its own numbering range because of the posting taking place there. In general, the head office should have the highest start numbers in order to avoid data inconsistencies. You can select initial entry numbers for the tables listed below. If you are not replicating a specific table, you should not set up a numbering range for that table. You can either insert the numbering series manually for each location, or use a batch job to speed up the setup by creating numbering ranges for a table. Here are the tables you should set up distribution location dependent entry number series for: Table Name Table Number G/L Entry 17 Item Ledger Entry 32 G/L Register 45

34 Item Register 46 VAT Entry 254 Check Ledger Entry 272 Detailed Cust. Ledg. Entry 379 Detailed Vendor Ledg. Entry 380 Phys. Inventory Ledger Entry 281 Item Application Entry 339 Value Entry 5802 To Set Up Initial Entry Nos. for Distribution Locations: 1. Click LS Retail Back Office, Setup, Numbering, Initial Entry Nos. in Location. 2. In the Initial Entry Nos. in Location window, press F3 to create a new number range. 3. Fill in the Table ID field. 4. Fill in the Initial Entry No. field with the number you want to be the first entry number for the table in a particular distribution location. 5. In the Distrib. Loc. Code field select the distribution location you want to use the number range for this table in. Repeat steps 2 to 5 for each number range you want to create for a table and a distribution location. To Set Up Entry No. for Several Distribution Locations: 1. Click LS Retail Back Office, Setup, Numbering, Initial Entry Nos. in Location 2. In the Initial Entry Nos. in Location window, click Functions, Create Initial Entry Nos. 3. Fill in the Table ID field. 4. In the Starting No. field, enter the lowest initial entry number you want to give the table. 5. In the Increment-by No. field, enter the number by which the program should increment the initial entry number for the previous record, to get a initial entry number for the record it is currently creating. 6. In the No. of Records field, enter how many records you want the batch job to create, that is, for how many locations you are creating initial entry numbers for the table. 7. For each record the batch job has created, choose a distribution location in which the initial entry number will be used. Attention

35 Before you set up Initial Entry Nos. for entries you should define carefully the ranges you want to set up. The total number range for a table is (two billion) entries. It can be of help to estimate the number of entries created in each store for a given period of time, and also to keep in mind to spare a number range for stores that might be added to the system later on. The head office must have the highest start number. A rule of thumb is to keep the numbering range over (one billion) for the head office location and distribute the lower numbers between the stores. When you replicate from store to store through head office, you cannot replicate the tables that you have set up initial entry numbers for from head office to store, since the entry number in the head office would be too high for the number range in the store Setting Up Distribution Location Dependent No. Series You can use numbering series for identification codes in tables that can be dependent on distribution locations. If you set up a number series for a table where each location has its own series, you need to select the correct number series each time you insert a record into the table, depending on which distribution location the record will belong to or be valid in. You can set up a number series per distribution location for the following tables in LS Retail. Standard Microsoft Dynamics NAV tables, such as the Item and Customer table are excluded. Here is a list of the tables you should set up distribution location dependent number series for: Table Staff POS Terminal Useful Hints A common setup is to assign each record to all stores. You choose whether to have one series for all stores or one series per distribution location Each record is assigned per store. You choose whether to have one series for all stores or one series per distribution location. It is recommended to use one number series only. Promotions A number series for promotion numbers Periodic Discount Numbers Statement Records are not assigned per store, but they might have a store dependent distribution. You can set up one general number series and then several location dependent number series if you want to be able to tell where the offer is valid from its identification code/number. Records are assigned per store. You should not allow manual creation of statement numbers. When you have set up location dependent numbering series you can assign those to stores. 2.9 Importing Data from an Existing System There are important structural features in the LS Retail system you must take into consideration when importing data from an existing system. It is important to look at the code in the OnInsert and OnModify triggers in all tables into which you are importing data. You also need to consider how the tables will be distributed in the system. You can select distribution after you import data, but you can also consider creating distribution in the code

36 that imports the data. Defining distribution is therefore a very important task to carry out before importing data into the system. Example: Importing Item Table Data: Field Unit Price Incl. VAT Useful Hints Calculate the Unit Price Including VAT field by creating a batch job that runs the OnValidate trigger code for the Unit Price field, after you have assigned the appropriate posting groups to the item Scenario 1 Retail Setup Store Groups The owners of the Gypsy Fashion Boutiques in England had not plans on expanding outside the fashion and designer s world when a chain of gourmet shops with branches near some of the Gypsy shops in the London area. The gourmet shops fitted perfectly into the business model of the Gypsy shops so once again the Gypsies had to make a swift decision and decided to buy but also rebrand the shops. The name chosen for the gourmet shops was Food for Wanderers indicating that the food was for busy people, on the run and from all over the world. In the LS Retail NAV system this meant that the Store Group was selected for the gourmet shops was of the Item Distribution Food but the fashion boutiques belong to the Nonfood Distribution Group. This has to be correct from the beginning, since it is not realistic to change it afterwards. Within the Gypsy shops there are also Item Categories that belong to the Food Distribution Group. Ms. Lilith Romero from the Gypsy and Food for Wanderers shops is setting up the store group for the Wanderers food stores and goes to the LS Retail Scheduler, Distribution, Store Groups. From there she chooses F3 to enter a new Store Group of type All and Group of Stores. She enters a new Store Group Code for Gourmet Food and Description accordingly. For the Distribution Location she settles chooses the United Kingdom as to be expected Questions Retail Setup 1. Which of these are mandatory when you sent up LS Retail? (a) Inserting Default Data for LS Retail. (b) Installing External Components for LS Retail. (c) Importing Data from an Existing System 2. What kind of distribution group(s) do you need to set up when you start using LS Retail and before you start entering data into the system? (a) One distribution group for each location. (b) One distribution group for each Store Group.

37 (c) One distribution group that includes all locations. 3. Why should you avoid defining Store Groupings which in the end do not have any members in the liked Distribution Grouping? This is possible since in Store Grouping a Store can belong to many Store Groups while in the Distribution Grouping a Store can only belong to one Distribution Group. (a) You might have problems with replication if you don t plan and decide setup properly. It is not possible or realistic to change a decision later. (b) They will be eliminated after seven days if there are no members.

38 3 Store Setup 3.1 Objectives The objectives for this chapter are Giving the user a good overview over basics of the Store Setup Providing necessary checklists Introducing the POS Functionality Profiles. Getting a step-by-step feeling of a Store Setup 3.2 Basic Information The store is one of the main units in the LS Retail system. It is a distribution location, it has its own tender types, POS functionality, income and expense accounts, staff and work shifts. It can be divided into sections and shelves. Setting up the stores and the head office in your business are usually among the first steps when setting up your LS Retail system. In LS Retail, you can have multiple stores and keep track of sales for each one. The following setup must be carried out for a store: You register a number for the store, its name, address and other registration information. You give the store a location code and use it as a link from the store to the standard Microsoft Dynamics NAV stock control and accounting. You can assign a responsibility center, a department code and a project code. If you run the store in a multinational environment, you can define a currency code for the store. You register store closing procedures and handling of statements You set up tender types You set up and select a POS functionality profile for controlling POS terminals You can set up income and expense accounts, work shifts, staff and a section/shelf structure. When you have set up the general store information, you need to configure the distribution location setup for the store. If you would like to use the cash management, you configure the safe in the store and depending on the end of day/start of day procedures you decide about fixed start amount for the POS. 3.3 Checklist for Store Setup When you set up a store in LS Retail, you must enter certain information before you can start running the store. Depending on how you want to structure your business, the setup can vary from one store to another. Certain setup is mandatory, other is optional. For setting up stores in LS Retail follow the tasks according to the order given. Note that it has been assumed that certain tasks have already been carried out in the Retail Setup; therefore those tasks are not mentioned in the checklist. Order Task/Overview Mandatory 1 Setting Up Stores Yes

39 2 Defining Statement/Closing Method Yes 3 Store Grouping Yes 4 Assigning No. Series to Stores Yes 5 Setting Up Tender Types Yes 6 Setting Up Cash Declaration Setup No Defining a fixed POS start amount per 7 staff. No 8 Setting Up Safes No 9 Setting Up Functionality Profiles Yes 10 Assigning Functionality Profiles to Stores Yes 11 Setting Up Staff Members Yes 12 Setting Up Distribution Groups Yes 13 Setting Up Work Shift Setup No 14 Setting Up Income/Expense Accounts No 15 Setting Up Sections No 16 Setting Up Shelves No 17 Assign the Store to a Store Hierarchy No 3.4 Store Closing Methods Before You Start There are two decisions you have to make before you start operating the system: Selecting a method for the end of day procedure (store closing) Select how to divide statements Store Closing Methods There are two methods of closing the store: By Date and Time This is the most common way of closing the store. When you close by date and time, you can count the tender types either with declaration on the POS terminals themselves or you can enter the counted amounts in the statements in the back office. If you close by date and time, you can have the statement cover as many days and as much time, or have as many per day, as you want. Please note that this decision has an influence on how detailed the ledger entries are. By Shifts Work shifts are not used for assigning staff to the work shift. Work shifts are used for grouping together transactions that belong to one statement. If you use this method to close stores, the system creates open work shift entries for each POS terminal used on the shift. These entries belong to one work shift. All transactions that come in from the terminals while the work shift is open are marked with the work shift number. You must perform a tender declaration on the POS terminal to tell the system that the shift is over on the terminal. When all open work shift entries are closed, the whole work shift is closed.

40 The store statement is limited to include transactions in just one work shift if you use the work shift close store method. Therefore, if you have three work shifts in a store, you need to create three statements each day. You would use this method when your working day goes over midnight since you can define whether the shift date reference is the start time or end time. In that way you can define the shift to belong to the day before midnight or the new day Store Statement Methods There are three methods how to divide the statements: By Total By POS terminals By Staff Dividing Statements by Total When you divide the statement on totals, the results of the statement calculations show amounts summed up in one line for each tender type used in the transactions included in the statement Dividing Statements by POS Terminals When you divide the statement by POS terminals, the results of the statement calculations show one line for each tender type used in the transactions included in the statement, per POS terminal. Thus you can view the total results in tender types for each POS terminal. This results in tender declaration per POS terminal Dividing Statements by Staff When you divide the statement by staff, the results of the statement calculations show one line for each tender type used in the transactions included in the statement, per staff member. Thus you can view the total results in tender types for each staff member. This results in tender declaration per cashier. 3.5 Store Groups

41 3.5.1 Defining Store Groups Store Groups are used to group stores in different categories like Food or Fashion. The Store Groups have a link to the Distribution Groups. They can be used in cases as you would like to distribute items by store groups or retail price groups or offers by store group. To Set Up Store Groups: 1. Click LS Retail - Scheduler, Distribution, Store Groups. 2. Press F3 to enter a new Store Group. 3. Select the Store Group Type, All for All Stores, Group for a Group of Stores or Store for a single store 4. Insert the new Store Group Code and the Description 5. Assign the required Distribution Group Code and Distribution Subgroup Code. Attention In the Store Grouping a store can belong to many Store Groups while in the Distribution Grouping a Store can only belong to one Distribution Group. Therefore it is possible to define Store Groupings which in the end do not have any members in the linked Distribution Grouping. You should avoid this since otherwise you might have problems with replication. Example 1: There is only one special store grouping, Food Stores and Fashion Stores. There is no other store grouping and there are no plans to change that in the future. A store belongs only to Food Stores or Fashion Stores but not to both. In that case you can work with 2 distribution groups, FOOD and FASHION. Optional if you like to be more flexible you would rather work with only one distribution group STORES and distribution subgroups FOOD and FASHION. Example 2: There is more than one special store grouping, Food Stores and Fashion Stores plus stores in Denmark and Sweden. A store can belong to more than one store group. In that case you have to work with only one distribution group STORES and distribution subgroups FOOD, FASHION, DENMARK and SWEDEN.

42 3.6 Store Setup You need to set up general store information, configure the distribution location setup for the store and set up tender types and POS functionality profile for the store. To Set Up Stores: 1. Click LS Retail - BackOffice, Setup, Store Card. 2. Press F3 to insert a new store. 3. If you have set up a default number series for stores, the system will fill in the No. field automatically. If not, you must fill it in. 4. On the General tab the following fields are mandatory: No., Name, and Location Code. 5. On the Statement/Closing tab the following fields are mandatory: Statement Method, Max.Diff. to Allow Post., Max Round. in Stmt., Rounding Account, Closing Method,, Store VAT. Bus. Post. Gr. and Store Gen. Bus. Post. Gr. 6. If you would like to use the Batch Posting for statements in this store you need to activate it on the Statement/Closing tab. 7. For each store you can decide to allow the store staff to only accept statements but not to post them. This is very useful if you work in a distributed database environment. With the Only Accept Statements parameter on the Statement/Closing tab set, the store staff cannot post the statement when using the Store Statement form. This functionality becomes even more powerful when combined with the batch posting. 8. On the Statement/Closing tab: For Cash Management on the POS you can decide whether to start the POS with a flexible or fixed amount or not to check for a start amount. 9. In the Statement Nos. field on the Numbering tab, click the AssistButton to see the No. Series window. Select the relevant number series, and then click OK to copy it to the field. 10. Fill in the remaining fields as needed. Repeat steps 2 to 7 for each store you want to set up. In order to multiply stores based on a template store you can use the copy functions under LS Retail - BackOffice, Setup, Store Card, Function Button. Here you can copy Tender Types, Sections and Shelves, Work Shifts, Income/Expense Accounts and the POS Receipts.

43 Optionally you can use the New Store Wizard which you find under LS Retail - BackOffice, Setup, Store Card, Function Button as well. 3.7 Wizard to Create New Stores The New Store Wizard is a tool to multiply stores in a convenient and easy way, once you have set up and configured the first or a template store. Instead of using the various copy functions to copy different setup and configurations like the tender types of income/expense account from one store to another, the New Store Wizard combines the copy functions plus allows you to copy existing POS terminals as well. To Use the Wizard for New Stores: 1. Click LS Retail - BackOffice, Setup, Store Card. 2. Select the template store based on valid demo data or an existing store that is filled out correctly. 3. Click Functions, Create New Store Wizard. 4. Fill in the Name of the New Store, its Address, Post Code and City. 5. In the field Location fill in the location code which you like to use for this store. 6. If you like to create new POS terminals, then you need to define the Template POS Terminal and how many POS Terminals shall be in the new store. The Transaction number range is not used in LS Retail. 7. In the POS Distribution you select whether the system should create Distribution Locations, Sublocations or none of them. 8. Furthermore you can select to copy Inventory Masks and Handhelds (if you use Inventory Management) and Hospitality setup (if you use LS Hospitality). 9. Click Next. 10. The system will ask you for the descriptions of the new POS Terminals. Fill in this description. 11. Click Finish. 3.8 Numbering Series In every company in your retail business, you must assign unique identification codes to certain tables such as the Item, Staff, POS Terminal and Statement table, to ensure proper functionality of your system. When you have set up location dependent numbering series you can assign those to stores. To Assign No. Series to Stores: 1. Click LS Retail BackOffice, Setup, Store Card. 2. On the Numbering tab in the Store Card window, select the numbering series you want to assign to the store. You must fill in the Statement Nos., POS Terminal Nos., and the Staff ID Nos. fields. In case you like to use special prices out of promotions or periodic discounts you need to select number series for them as well. 3.9 POS Functionality Profiles In order to run the POS terminals you must set up POS functionality profiles and assign these to stores. You can have multiple POS functionality profiles in your system, one for each store. To minimize setup you might want to use the default data setup and change the settings where needed. To Set Up POS Functionality Profiles: 1. Click LS Retail - POS, Profiles, Functionality Profiles.

44 2. Press F3 to insert a new functionality profile. 3. On the General tab, fill in the mandatory field Profile ID with a unique identification code for the functionality profile. 4. On the Amount tab the following fields are mandatory: POS Currency Symbol, Multiple Items Symbol, Amount Rounding To, Amount Decimal Places, Amount Rounding To, Price Decimal Places. 5. Fill in the remaining fields as needed. Repeat steps 2 to 5 for each POS functionality profile you want to set up. To Assign Functionality Profiles to Stores: 1. Click LS Retail BackOffice, Setup, Store Card. The Store Card window appears. 2. Browse to the relevant store, on the General tab you select a functionality profile into the POS Func. Profile field. As an alternative, the POS Functionality Profile can be assigned to a POS Terminal. You can find additional information in chapter 4, POS Setup Tender Types Before setting up tender types you must set up general tender types that give default settings to tender types. To minimize setup you might want to consider using the default data setup available. There are eleven default tender types you might want to set up for your store: Code Description Default Function 1 Cash Normal 2 Check Check 3 Cards Card 4 Customer Account Customer

45 6 Currency Normal 7 Voucher Normal 8 Gift Card Normal 9 Tender Remove/Float Tender Remove/Float 10 Coupons Coupons 11 Loyalty Cards Normal General Tender Types Before you set up any store tender types in LS Retail, you need to set up the general tender types. Setting up General Tender Types: 1. Click LS Retail POS, General, Tender Types. 2. Insert the necessary Default Data from the Retail Setup or fill in the Tender Type Setup List window according to the setup given above Store Tender Types LS Retail allows you to configure a range of different functionality for the tender types in each store. You enter details for handling amount, change, authorization, posting and so on. Each setup depends on the tender types being set up. For each tender type used in the store, you need to define several parameters, such as how it handles amount, change and so on, to ensure its usage is correct on the POS terminals. You also register the G/L account or bank account into which to post the tender type. You can also assign an infocode to each tender type you set up to prompt the cashier at run time, to create or check entries with unique entry codes or to collect information from the cashier inserted at run time. Finally, you can also assign extra print setup to each tender type. To Set Up Tender Types: 1. Click LS Retail BackOffice, Setup, Store Card. 2. Browse to the relevant store. 3. Click Store, Tender Types. 4. Press F3 to insert a new tender type. 5. Select a general tender type in the Code field. The system will insert default settings for the tender type. 6. On the Posting Tab fill in the mandatory Account Type, Account No. and Difference G/L Acc.

46 7. Fill in the remaining fields as necessary. Repeat steps 4 to 7 for each tender type you want to set up Copying Store Tender Types If you have already set up tender types for another store, you can copy the tender types from that store to the new store and change the setup where necessary. To Copy Tender Types between Stores: 1. Click LS Retail BackOffice, Setup, Store Card. 2. Browse to the relevant store. 3. Click Functions, Copy Tender Types to Curr. Store.

47 4. On the Request Form, select the store from which you want to copy tender types, and, if necessary, the relevant tender types. 5. Click the Override if Tender Exists field to insert a check mark if you have already created tender types in the active store. 6. Click OK Cash Certain tender types must be set up with specific properties. One of them is cash. To Set Up Cash: 1. Click LS Retail BackOffice, Setup, Store Card. Browse to the relevant store. Click Store, Tender Types. 2. Press F3 to insert a new tender type. 3. Select the general tender type representing cash in the Code field. The system will insert default settings for the tender type. 4. Place a checkmark in the May Be Used and Drawer Opens fields. 5. On the Amount tab, allow over- and under-tendering which needs the Keyboard Entry Allowed to be set. You may also want to insert check marks in the Return/Minus Allowed and Keyboard Required fields. Finally, in case you have rounding in the Rounding and Rounding To fields, you must define the rounding properties. 6. On the Posting tab fill in the Account Type, Account No. and Difference G/L Acc. fields. You may also want to fill in the Multiply in Tender Operations, Float Allowed, Counting Required and Compress Paym. Entries fields. 7. For enhanced Cash Management functionality you can define the POS Pickup Warning Amount which gives a message at the POS in case there is a higher amount in the drawer than specified here Tender Remove/Float The tender remove/float tender type represents a tender type used for balancing the remove or add transactions on the terminals. You can use the same tender type for removing and inserting float. There are certain settings you must carry out for the tender remove/float tender type. To Set Up Tender Remove/Float: 1. Click LS Retail BackOffice, Setup, Store Card. Browse to the relevant store. Click Store, Tender Types. 2. Press F3 to insert a new tender type. 3. Select the general tender type representing tender remove/float in the Code field. The system will insert default settings for the tender type.

48 4. On the Posting tab, fill in the Account Type, Account No. and Difference G/L Acc. fields. 5. You can have only one tender type of the function Tender Remove/Float Checks You need to set up the Checks tender type to be able to receive payment in checks in your store. There are certain settings you must carry out for the checks tender type. To Set Up Checks: 1. Click LS Retail BackOffice, Setup, Store Card. Browse to the relevant store. Click Store, Tender Types. 2. Press F3 to insert a new tender type. 3. Select the general tender type representing checks in the Code field. The system will insert default settings for the tender type. 4. On the General tab, place a checkmark in the Card/Account No. field 5. If you want the program to prompt the cashier for a card or account number, you can enter the prompt text in the Ask for Card/Account field Currency Tender Type The Currency tender type represents all currency used in the LS Retail system. Before you can use this tender type, you must set up currencies and specify retail information for currencies. There are certain settings you must carry out for the currency tender type. To Set Up Currency Tender Type:

49 1. Click LS Retail BackOffice, Setup, Store Card. Browse to the relevant store. Click Store, Tender Types. 2. Press F3 to insert a new tender type. 3. Select the general tender type representing currency in the Code field. The system will insert default settings for the tender type. 4. Place a checkmark in the May Be Used and Drawer Opens fields. 5. On the Amount tab, allow over- and undertendering. 6. You may also want to insert check marks in the Return/Minus Allowed and Keyboard Entry Allowed fields. 7. In case you have rounding, in the Rounding and Rounding To fields, you must define the rounding properties. 8. On the Posting tab fill in the Account Type, Account No. and Difference G/L Acc. fields. 9. You may also want to fill in the Multiply in Tender Operations, Float Allowed, Counting Required and Compress Paym. Entries fields. You can use currencies on the POS terminals. When specifying retail specific information for currencies, you build on the currencies set up for the standard Microsoft Dynamics NAV system, and add retail information, such as the exchange rate on POS terminals and the currency symbol used on POS terminals. To Specify Retail Information for Currencies: 1. Click LS Retail - POS, Setup, General, Retail Currencies. The Retail Currencies window appears. 2. Browse to the relevant currency and click Currency, Card. 3. Fill in the Currency Card by using the online Help for the standard Microsoft Dynamics NAV system. 4. For use in Retail you should fill in the POS Currency Symbol and Lowest Accept. Denomin. Amt. fields. 5. If you want to determine exchange rate at POS terminals, click Exch. Rates and fill in the POS Exchange Rate Amount and POS Rel. Exch. Amount fields Cards The Cards tender type represents all types of cards used in your system, such as debit or credit cards. Only one Card tender type representing cards should be set up in each store, the specific manufacturers types of cards are then defined in the Card Setup. To Set Up Cards:

50 1. Click LS Retail BackOffice, Setup, Store Card. Browse to the relevant store. Click Store, Tender Types. 2. Press F3 to insert a new tender type. 3. Select the general tender type representing cards in the Code field. The system will insert default settings for the tender type. 4. On the General tab, place a check mark in the Card/Account No. field if you want the program to prompt the cashier for the card number. You can enter the text prompted in the Ask for Card/Account field. 5. On the Amount tab, click the Undertender Allowed field to insert a check mark as well as Keyboard Entry Allowed Card Setup To use the tender type Cards you can set up the manufacturer cards available in your market, that is, debit and credit cards such as Visa and Master Card. To Set Up Card Setup: 1. Click LS Retail BackOffice, Setup, Store Card. Browse to the relevant store. Click Store, Tender Types. 2. Browse to the Cards tender type. Click Tend. Type, Card Setup. 3. Press F3 to insert a new tender card. 4. Fill in the Card No. and Description fields. 5. On the Posting tab, fill in the Account Type, Account No. and Difference G/L Account. fields. 6. Repeat steps 3 to 6 for each card setup. Attention The system does not actively support numbering series for tender type cards Vouchers This tender type represents vouchers issued and endorsed at the POS terminals. There are certain settings you must carry out for the voucher tender type. When you set up vouchers you must also set up infocodes both for issuing and endorsing vouchers, each with their own types of data entries linked to the infocode. If you want to have a check on the amount that lies behind the application entry, place a checkmark in the Check Amount field in the POS Data Entry Type window. This results in that the voucher is only accepted for tender if the amount for the purchase matches the one on the voucher. You should also set up and assign extra prints for issuing, and if needed, endorsing vouchers. To Set Up Vouchers: 1. Click LS Retail BackOffice, Setup, Store Card. Browse to the relevant store. Click Store, Tender Types. 2. Press F3 to insert a new tender type. 3. Select the general tender type representing vouchers in the Code field. The system will insert default settings for the tender type. 4. Click Tend. Type, Infocodes. In the Infocode Code field, select the relevant infocode. There is usually one infocode for issuing vouchers and one for endorsing. The infocode for issuing

51 vouchers is required when the transaction is positive; the infocode for endorsing vouchers is required when the transaction is negative. 5. Close the Tender Type Infocodes window. 6. Click Tend. Type, Extra Print Setup. In the Setup ID field, select the relevant extra print. There is usually one infocode for issuing vouchers and one for endorsing 7. Close the POS Extra Print Setup window Gift Cards This tender type represents vouchers issued and endorsed at the POS terminals. To issue gift cards you must also set up an item representing the gift card. There are certain settings you must carry out for the gift card tender type. When you set up gift cards you must also set up infocodes both for issuing and endorsing gift cards, each with their own types of data entries linked to the infocode. If you want to have a check on the amount that lies behind the application entry, place a checkmark in the Check Amount field in the POS Data Entry Type window. This results in that the gift card is only accepted for tender if the amount for the purchase matches the one on the gift card. You can use entry number series for assigning POS terminal numbers to gift card entries. You should also set up and assign extra prints for issuing, and if needed, endorsing gift cards. To Set Up Gift Cards: 1. Click LS Retail BackOffice, Setup, Store Card. Browse to the relevant store. Click Store, Tender Types. 2. Press F3 to insert a new tender type. 3. Select the general tender type representing vouchers in the Code field, the system will insert default settings for the tender type. 4. Click Tend. Type, Infocodes. In the Infocode Code field, select the relevant infocode. The infocode used for creating data entries should be required when negative. The infocode used for applying to data entries should be required when positive. 5. Close the Tender Type Infocodes window. 6. Click Tend. Type, Extra Print Setup. In the Setup ID field, select the relevant extra print. There is usually one infocode for issuing gift cards and one for endorsing. 7. Close the POS Extra Print Setup window Gift Card Income Accounts To issue gift cards, you can set up an income account representing the gift card. This way assumes that the gift card is somehow a liability. Please note the legal aspects regarding the use of an item for that purpose and the taxation. To Set Up Gift Card Income Accounts: 1. Click LS Retail BackOffice, Setup, Store Card. Browse to the store, for which you want to set up income/expense accounts. 2. Click Store, Income/Expense Accounts. 3. Press F3 to enter a new account. 4. In the No. and Description fields, enter a number and description for the account. 5. In the Account Type field, select the account type, Income or Expense. 6. In the G/L Account field on the Posting tab, select the relevant account number. 3. Click Account, Infocodes.

52 7. In the Infocode Code field, select the relevant infocode -one that assigns gift card numbers, when required should be positive. 8. Close the Income/Expense Account Infocodes window 4. Click Account, Extra Print Setup. In the Setup ID field, select the relevant print setup - one that prints a gift card. 5. Close the POS Extra Print Setup window Gift Card Items To issue gift cards, you can alternatively set up a gift card item representing the gift card. This way assumes that the gift card sale is like a normal item sale. Please note the local legal aspects regarding the use of an item for that purpose and the taxation. To Set Up Gift Card Items: 1. Click LS Retail BackOffice, Retail Item Card. 2. Press F3 to create a new item. 3. Refer to the Online Help for information about creating retail items. Note that the item's description should refer to gift cards.

53 4. If you do not want the price on the gift card to be predefined, select the Must Key in New Price option in the Keying in Price field on the POS Terminals tab. 5. Since you usually do not have stock on the gift cards, you should make it a non stock item by setting the parameter No Stock Posting on the Invoicing tab. 6. Click Item, POS, Infocodes. 7. In the Infocode Code field, select the relevant infocode, one that assigns gift card numbers, when required should be positive. 8. Close the Item Infocodes window. 9. Click Item, POS, Extra Print Setup. In the Setup ID field, select the relevant print setup - one that prints a gift card. 10. Close the POS Extra Print Setup window. 11. Repeat steps 1 to 4 for each gift card item you want to set up. If you do not define the price on the item, one gift card should be enough Customer Accounts The customer account tender type allows you to charge the payment at sales time to a customer account from the POS terminal. You can also use this tender type when collecting sales information or customer specific discounts but making payment with another tender type. In that case you need to set up customer specific information. To Set Up Customer Accounts: 1. Click LS Retail BackOffice, Setup, Store Card. 2. Browse to the relevant store. Click Store, Tender Types. 3. Press F3 to insert a new tender type. 4. Select the general tender type representing cards in the Code field. The system will insert default settings for the tender type. 5. On the General tab, place a checkmark in Card/Account No. fields. If you want the program to prompt the cashier for the account number, you can enter the prompt text in the Ask for Card/Account field. 6. On the Amount tab, allow over and under-tendering. You may also want to place a check mark in the Keyboard Entry Allowed fields. 7. On the Printing tab, you may want to enter a text prompting the cashier to insert an invoice into the printer. When you have set up customers, you can set up retail related information for each customer; that is if the customer account is for registration purposes only. To Specify Retail Information for Customers: 1. Click LS Retail BackOffice, Retail Customer Card. The Customer Card window appears. 2. Browse to the relevant customer. 3. On the LS POS tab place a checkmark in the Other Tender in Finalizing field if you do not want to post into this customer's account, but only retain sales information about him or her and/ or give him or her customer related discounts.

54 Coupon Tender Type The Coupon tender type is used to allow payment with coupons. This is only available if the coupon functionality of LS Retail is used. To Set Up the Coupon Tender Type: 1. Click LS Retail BackOffice, Setup, Store Card. 2. Browse to the relevant store. Click Store, Tender Types. 3. Press F3 to insert a new tender type. 4. Select the general tender type representing coupons in the Code field. The system will insert default settings for the tender type. On the Amount tab, do not allow over-tendering Extra Print Setup Extra Prints are receipts or documents that are printed along with the receipts printed when you have finishing tendering, selling items or registering income/expense accounts at the POS terminals. In order to print extra prints you have to assign them to the relevant tender types, retail items or income/expense accounts in your store, for example for vouchers and gift cards. To Set Up Extra Print Setup: 1. Click LS Retail POS, Setup, Functionality, Extra Print Setup Card. 2. In the POS Extra Print Setup Card window, press F3 to create a new printout. 3. Fill in the Code and Description fields. 4. In the Print Type field, select if you want to print out a slip or a document. 5. Insert the lines you want to be printed out. You can assign extra prints of receipts for given tender types, for example vouchers. In order to assign extra prints you first have to set up extra prints. To Assign Extra Print Setup to Tender Types: 1. Click LS Retail BackOffice, Setup, Store Card. 2. Browse to the relevant store and click Store, Tender Types. 3. Browse to the tender type that you want to assign extra prints to. 4. Click Tend. Type, Extra Print Setup. The POS Extra Print Setup window appears. 5. In the Setup ID field, select the extra print you want to assign to the tender type.

55 3.12 Cash Declaration Setup When working on statements you can declare tender in the statement and/or re-declare tender from the POS terminals. For each store you can set up a cash declaration setup. You can also copy an existing cash declaration setup. The cash declaration setup also defines the available coins and notes used for the cash declaration on the POS. To Set Up Cash Declaration Setup: 1. Click LS Retail BackOffice, Setup, Store Card. The Store Card window appears. 2. Click Store, Cash Declaration Setup. 3. If needed in the Cash Declaration Setup window, select the currency code. Code represents the local currency. 4. Select a coin or a note in the Type field. 5. Insert the relevant amount for the coin/note you are setting up in the Amount field. Repeat steps 3 to 5 for each type of cash you are setting up Fixed Start Amounts for the POS Start When starting the POS in the morning or at the beginning of a shift, the cashier needs to register how much tender she or he puts into the drawer as the start amount for giving change to customers. This can be a flexible amount or it can be a fixed amount which is predefined per store. If the decision is to work with a fixed amount, then the money would stay in the drawer at the end of the day/shift before and just needs to be confirmed for the new day/shift. To Define the Fixed Start Amount: 1. Click LS Retail BackOffice, Setup, Store Card. 2. Browse to the store, for which you want to define the fixed start amount. 3. Click Store, Fixed Start Amount. 4. Define the Tender Type and if necessary the Currency. 5. Specify the Amount in Currency. 6. Repeat step 4 to 5 for each tender type you like to have in the list In-Store Safes LS Retail contains functionality for cash management by using in-store safes. The safe keeps track of the amount of money stored in it, taken out of the safe and put into a cash drawer or taken out of a cash drawer and placed into the safe. Cash management covers two types of float handling: Cash that is placed in the drawer, for example, as change, a function which is called float entry. Cash that is removed from the drawer, a function which is called remove tender or pick up. Payment media is taken out of the safe and placed in the drawer or taken out of the drawer and placed in the safe. To Create a Safe for a Store: 1. Click LS Retail BackOffice, Setup, Store Card. 2. Browse to the relevant store, and then click Store, Safes. 3. In the Safe List press F3 to insert a new Safe.

56 4. Fill the Code and Description field. 5. Repeat steps 2 to 4 for each safe you want to set up. 6. Close the Safe List Income/Expense Accounts You use income accounts to register direct income at the POS terminals, and expense accounts to register direct expenses at the POS terminals. You link all store income with income accounts and store expenses with expense accounts. You assign G/L accounts to the accounts for posting as well as POS terminal receipt texts. The income/expense functionality is used to keep prepayments on suspended transactions as well. If you have already set up income/expense accounts for another store, you can copy the accounts from this store to the new store and change the setup where necessary. You can assign infocodes to income/expense accounts and define extra prints for those as well. To Set Up Income/Expense Accounts: 1. Click LS Retail BackOffice, Setup, Store Card. Browse to the store, for which you want to set up income/expense accounts. 2. Click Store, Income/Expense Accounts. 3. Press F3 to enter a new account. 4. In the No. and Description fields, enter a number and description for the account. 5. In the Account Type field, select the account type, Income, Expense or Suspense. 6. In the G/L Account field on the Posting tab, select the relevant account number. Repeat steps 3 to 6 for each account you want to set up Copying Income/Expense Accounts You can copy income/expense accounts from an existing store to a new store, and then edit the accounts setup to fit to the new store, thus saving the time it would take to set up the accounts from scratch. Please note that you might like to use different G/L accounts for different stores. To Copy Income/Expense Accounts: 1. Click LS Retail BackOffice, Setup, Store Card. 2. Browse to the relevant store. In the Store Card window click Functions, Copy Income/Expense Accounts.

57 3. For the Copy Income/Expense Accounts batch job, select the store from which you want to copy in the Copy from Store field 4. Click OK. The system will copy all income and expense accounts between the stores along with infocodes and extra print setup Extra Prints You can assign extra prints of receipts for income/expense accounts. In order to assign extra prints you first have to set up extra prints. To Assign Extra Print Setup to Income/Expense Accounts: 1. Click LS Retail BackOffice, Setup, Store Card. 2. Browse to the relevant store and click Store, Income/Expense Accounts. 3. Browse to the income/expense account you want to assign extra prints to. 4. Click Account, Extra Print Setup. The POS Extra Print Setup window appears. 5. In the Setup ID field, select the extra print you want to assign to the account Work Shifts and Staff Work shifts are used for collecting transactions together that belong to one statement. If you use the Shift method to close stores, the system creates open work shift entries for each POS terminal used on the shift. These entries belong to one work shift. All transactions that come in from the terminals while the work shift is open are marked with the work shift number. When all open work shift entries are closed, the whole work shift is closed. The store statement is limited to include transactions in just one work shift if you use the Shift closing method. Therefore, if you have three work shifts in a store, you need to create three statements each day. The system provides procedures to correct transactions that have been assigned to wrong shifts. You can define up to 9 work shifts for a 24 hour period. Their time span cannot overlap and they must cover 24 hours. You can choose whether to post with the starting or ending date of the shift, if the shift lasts beyond midnight. Each staff member must enter the POS

58 abbreviation code for the work shift he/she is working on, as well as his/her staff ID when logging on the POS terminal. To Set Up Work Shift Setup: 1. Click LS Retail BackOffice, Setup, Store Card. 2. Browse to the relevant store. In the Store Card window, click Store, Work Shift Setup. The Work Shift Setup window appears. 3. Press F3 to create a new work shift. 4. Fill in the No. and Description fields. 5. In the Start Time field insert the starting time of the work shift you are setting up. 6. When you leave the line, the program will prompt you with a message of automatic recalculation of ending times which you must confirm by clicking on OK. Repeat steps 3 to 6 for each work shift you want to set up Copying Work Shifts If you have already set up work shift setup for another store, you can copy the setup from this store to the new store and change the setup where necessary. To Copy Work Shift Setup: 1. Click LS Retail BackOffice, Setup, Store Card. 2. Browse to the relevant store. In the Store Card window, click Functions, Copy Work Shift Setup.

59 3. For the Copy Work Shift Setup batch, select the store from which you want to copy work shift setup in the Copy from Store field. 4. Click OK to run the batch job. The system will copy the work shift between the two stores Staff Each staff member must have a number for identification purposes, both in the back office and on the POS terminals. The system keeps records on staff members, such as ID number, address and phone number. You assign each member a type of authorization for various actions at the POS terminals, such as voiding transactions, performing tender declaration, overriding price, and maximum discount to give. A staff member can be assigned to a store. In case a staff member shall be able to work in all stores, don t assign him or her to a store. To Set Up Staff Members: 1. Click LS Retail POS, Setup, Staff, Staff Card. 2. Press F3 to enter a new staff member. 3. In the ID field, select the relevant number series for staff in the store, to which the staff member belongs. 4. In the First Name, Last Name and Name on Receipt fields, enter the name of the new staff member and how it should appear on receipts.

60 5. You can to assign the staff to a store or even to many stores. In the field Store No. you select the store in which the staff is working as default. If you leave that field blank, then the staff can work in all stores. If you like to assign the staff to additional stores, then you click Staff, Store Links. In there you can select the additional stores for the staff to work in. 6. In the Employment Type field, select whether the staff member should be a Cashier, Salesperson or Other. 7. In the remaining fields on the General tab, define the user privileges of the staff member. 8. On the Personal tab, insert the relevant information as necessary. Repeat steps 2 to 8 for each new staff member you want to set up Assigning Privileges to Staff Members Depending on the level of staff, staff member can have different privileges in handling POS functionality. Staff members can be e.g. store managers, first cashiers or cashiers. Store managers are marked with the privilege parameter Manager Privileges. For those there are no limitations in discounts and POS functions. Even when some restrictions are defined, they don t have any effect. To Assign Privileges to Staff Members: 1. Click LS Retail POS, Setup, Staff, Staff Card. 2. Browse to the staff member. 3. On the Privileges Tab assign the privileges. 4. You can group staff members to Staff Permission Groups in order to save time in assigning privileges. In that case you select the permission group in the Permission Group field. Then the specific settings which might be on the staff card don t have any effect anymore even they might still be visible. Optionally you can use Staff Permission Groups to define special POS Menus by Staff Permission Group. To Assign POS Menus to Staff Permission Groups: 1. Click LS Retail POS, Profiles, Menu. 2. In your Menu Profile click the Group Menus tab. 3. Under Permission Group ID select the staff permission group for which you like to have a set of special menus. 4. In the Menu Columns select the required POS Menus Sections and Shelves Sections and shelves represent the physical structure within each store. You can register the size of each section, and assign retail items to appropriate sections within each store. Then you can collect section level sales statistics. On store level, retail items can be assigned to sections and shelves. Sales and profit statistics are then shown for one section and shelf per item. To Set Up Sections: 1. Click LS Retail BackOffice, Setup, Store Card 2. Browse to the relevant store and then click Store, Sections. 3. Press F3 to create a new section. 4. Fill in the Code and Description fields. 5. In the Section Size and Size In fields, register the size of the section.

61 Repeat steps 3 to 5 for each section you want to set up. To Set Up Shelves: 1. Click LS Retail BackOffice, Setup, Store Card. 2. Browse to the relevant store, and then click Store, Sections. 3. Browse to the relevant section, and then click Section, Shelves. 4. Press F3 to insert a new shelf. 5. Fill in the Code and Description fields. 6. In the Section % field, register the proportional size of the shelf within its section. Repeat steps 4 to 6 for each shelf you want to set up Copying Sections and Shelves If you have already set up sections and shelves for another store, you can copy the setup from that store to the new one and change the setup where necessary. To Copy Sections and Shelves: 1. Click LS Retail BackOffice, Setup, Store Card. 2. Browse to the store, to which you want to copy an existing section profile. 3. Click Functions, Copy Sections. 4. In the Copy from Store field, click the AssistButton to see the Store List window. Select the relevant store number, and then click OK to copy it to the field. 5. Click OK Scenario 1 Setting up a Store: Say Cheese and Smile Ms. Eva wants to set up a store in downtown Reykjavik, Iceland, specializing in a wider selection of cheeses than are commonly available in the town. The name of the store is Say Cheese and Smile. Eva and her husband Jon run a few shops in Reykjavik and have already had Standard Navision set up in their earlier stores but now they need to have LS Retail NAV set up for their downtown cheese shop. In order to set up the LS Retail for NAV a company is first created in the Standard NAV. The LS Retail Partners in Iceland provide Standard NAV with a clean database and that is where the company is created. A company is created by going to File, Company, New. A standard checklist is filled out according to criteria and basic data inserted. After that a company with an account has is ready and a store can be created. The LS Retail partners in Iceland provide the customer with one company with demo data to make the set up easier. To create a store at least one store has to be created a POS, sales on the POS have to be enabled, accounts kept, VAT or similar taxes collected according to the law of each country, in this case Iceland, and statements posted. A requirement analysis is normally done to find out what are the needs of the customer, for instance if a warehouse-space off location is needed etc. Attention The rules and regulations on VAT differ from one country to another and therefore the LS Retail partners offer tailor made solutions for each individual country. This is also often the case with the demo data they provide; they are likely to include a list of area codes within the country and similar information.

62 The LS Retail NAV is accessible from the LS Retail Partner Portal. Depending on the location of the Partners the language is set. In case of the Say Cheese and Smile shop the language required is Icelandic. Apart from the language and VAT other localized adaptations may be done by partners in each country. Attention Instead of selecting Statement Posting Date for the Item Posting Date (LS Retail Back Office, Setup, Retail Setup on the Posting tab) which is a part of the default data inserted choose Transaction Date. This is normally covered in the questionnaire that is used for requirement analyses. Siggi, the partner s employee that takes care of setting up the store for Ms. Eva, starts with one of the crucial points of the whole procedure. Before setting in the default data for the Store he has to set the correct language, in this case Icelandic. This is done by going to the Tools, Language, and then the Application Languages card appears. He sets the language, which in this case is Icelandic. Then the left hand menu as well as all the cards appears in Icelandic and all the inserted data as well. Attention Don t miss the step to set the language before confirming that demo data has been inserted Inserting Demo Data For Say Cheese and Smile the next thing to do is to go to LS Retail Back Office, Retail Setup, Functions, Insert Default Data to insert the demo data necessary. Data can be added and the demo data in each table can be replaced easily, often it is enough to used Ctrl+A and Ctrl+C to copy data from an existing table but other tools are also available and will be explained in more details later in this scenario.

63 To create a store Siggi has do go to the Store Card, at LS Retail Back Office, Setup Store Card, press F3 for a new Store and accept the number that the store has been allocated from the number series that came with the default data, and/or defined in the LS Retail Back Office, Setup Store Card, Store, Initial Entry Nos and a name is chosen for this particular number series. All stores need to have a location defined where stocks are kept. Siggi defines a new location (by pressing the F3 button for new) at the Standard NAV Warehouse, Setup, Locations. Then he goes back to the Store Card and selects under the General, Location Code where he selects the location he has defined for Say Cheese and Smile from the same card where he previously defined the location.

64 Next dimensions are defined. This is important to be able to create different kinds of reports. Dimensions are a part of the Standard NAV. In the demo data imported with LS Retail NAV the name for them are Department code and Project code and they are equal to the Standard NAV General dimension 1 and - 2. Then all is set to prepare reports on cost, sales and similar necessary information that can be created within the Standard NAV and the LS Retail NAV. Distribution group has to be set as well and the default data automatically set them to ALL. Siggi next views the settings on the Statement/Closing tab. There are a few basic settings that have to be considered on this tab. The cheese shop is equipped with one POS terminal, which is enough for such a specialized shop. Since the staff is not expected to carry a purse with money the Statement Method selected is POS Terminal. He checks the One Statement per Day checkbox according to Eva s requirements who wants to make use of the automatic mechanism that is included in Navision. The sales of the day are automatically calculated and the state of the stock as well. Payment statements need to be confirmed by the shop s manager, in this case Ms. Eva, before they can be posted, since they have to be confirmed before the VAT is returned. For the VAT and general payments there are two settings that need to be selected, Store VAT Bus. Post. Gr. and Store Gen. Bus. Post. Gr. in both cases the option NATIONAL is selected in the drop down list. All these settings are necessary before a POS terminal can be used. He also fills in information on the the maximun amount that is allowed in rounding in each statement and defines the Rounding Account. Closing Method is selected Date and Time. Here is an overview of which fields needs to be filled in: 1. On the General tab the following fields are mandatory: No., Name, and Location Code. 2. On the Statement/Closing tab the following fields are mandatory: Statement Method, Max.Diff. to Allow Post., Max Round. in Stmt., Rounding Account, Closing Method, Store VAT. Bus. Post. Gr. and Store Gen. Bus. Post. Gr.

65 When selecting the Tender Types used the default is cash and the other options that Ms. Eva wants for the store are card, currency and customer, which is for customers that have account in this little shop. Some of the customers will in the future hopefully subscribe to the newsletter that she intends to send out every month and the customer s accounts are intended for those customers. It is possible to vary in-between stores and create a cash-only store for instance, but that is not relative in the case of the little cheese shop. Next the Distribution Location Card at LS Retail Back Office, Setup, Store Card, Store, Distribution Location,, is filled out. On the Replication tab there is a setting for the connection string where the database is running. That is also where the information on who is allowed to enter data to the tables and delete data. At this time the store should be ready for customer accounts to be created and import data for the items that will be sold in the little cheese shop. Normally the data is imported, since there is a lot of work to enter data manually for each item Setting up a POS Terminal Setting up a POS terminal for a store, in this case only one POS is necessary, is relatively simple. On the Store Card (LS Retail POS, Setup, Store Card) ) just use the default data

66 inserted. The data available is inserted, often with several options in a drop down list that can be viewed in each individual field. On the POS Terminal Card there are a few settings that need to be filled in. Some are already filled in with demo data but there are some issues the store owner needs to take care of, including getting the EFT Store No. and EFT POS Terminal No. to use for payment transfers. Ms. Eva had to contact the credit card companies in Iceland and get a merchant ID, which normally takes about two to three weekdays. The credit card transactions consist of the following information: Card Number Store Number EFT POS Terminal Number Expiration date Data from the magnetic stripe Creating an Employee Next task is to create an employee. The staff card is located at the LS Retail POS, Setup, Staff, Staff Card.. In Iceland the most logical ID for each employee is the social security number that is a unique ID for each person of Icelandic nationality or working in Iceland but

67 this is something that varies from one country to another. It is also possible to get a number automatically by pressing the Enter and that way preventing the same number being allocated to the same employee twice. On the staff card the privileges that each employee has is set. The Name on Receipt and the ID fields have to be filled in and a store has to be available place before an employee is created. Other information can be filled in as needed Items in the store There are two options for stores, online or offline. Say Cheese and Smile is online. There are also two most common methods used to insert the items that are sold in the store into the system. Either they are read from an existing database or the store owner gets the layout of an excel document from the partner with the required fields to fill out. The fields include for instance item name, price and bar codes; all this is further defined in the Inventory Management manual. It is possible to enter each item into the system, but much more timeconsuming and not a realistic way for the list of items that are entered in initially. Either the existing database or the excel document is then used to insert the items to the LS Retail NAV system. When these steps have been taken the POS is ready for use Last Remarks Setting up a store for the first time normally requires a day s work, even in the hand of experts that work for LS Retail partners. Apart from the steps already mentioned there are quite a few details that need to be taken care of, some of them a part of the standard NAV procedures, but these basic will take every store owner a long way. But after the first store has been created a much simpler procedure is followed. Next time a store is created in the system Siggi advises Ms. Eva to use the New Store Wizard using the first store as a template store. Instead of using the various copy functions to copy different setup and configurations like tender types of income/expense account from one store to another, this is a very practical way Scenario 2 - Chain of Unusual Gift Stores Eve and Robert Jones from Guildford in England own a chain of gift shops all over Mid- and Southeast England, The Unusual Gift, where artists that sell their works take shifts for free at the side of the regular staff. Each shift in each shop a member of the staff works at the side of the artist or artists. For a new shop in Brighton Eve Eve gets the chain s computer expert, Lilith South, to update the Store Setup in LS Retail NAV. Lilith goes to the LS Retail BackOffice, Setup, Store Card and presses F3 to create a new store. She fills in the usual mandatory fields on the General and Statement/Closing tabs. On the latter one she needs to keep in mind the kind of staff that is working in the Gift Stores. She selects to set the Statement Method to Staff on the Statement/Closing tab and does not check the One Statement per Day checkbox. The Closing Method is set to Shift according to the arrangement in the shops. She is careful not to fill the fields for the opening hours of the shop since the different stores are open at different, often flexible, hours and during festivals often until late. Therefore she does check the Store Open after Midnight checkbox, since the general rule of opening hours can be used. By checking the box she makes sure that when the opening hours are after midnight

68 the sales from midnight to closing time is a part of the day that is coming to an end instead of the next day. The colorful staff is not expected to post statements. The members of the staff only accept the statements but the head office posts them. This is set by checking the Only Accept Statement checkbox. This way all the statements and transactions are centrally located instead of being kept in a database at each store. The only thing that needs to be done in each store is to accept the statements but they cannot be altered there, only at the head office. A scheduler job will take all the statements in each store once a day and replicate to the head office Scenario 3 - Big Sales at Big Sales Big Sales food stores are expanding in the Midwest in the United States. Their target market is mid-income families that what to do their shopping at food stores that offer a wide selection of food at reasonable prices. Their headquarters are in Amarillo, Texas and although they have branches in the larger cities their main focus is on the numerable mid-size and small towns of Texas and New Mexico. Their latest branch is in Clovis, New Mexico, a town in midst of a vast agricultural area not far from the Texan border. Lowell Parker Grant is the technical manager of Big Sales and responsible for setting up the preferences for each new store, so he goes to Clovis to set up the LS Retail NAV. When it comes to posting statements he selects to use the Batch and activates that on the Statement/Closing tab. The benefit of that for Big Sales is that instead of delaying the system while statements for all the numerous salespeople are being booked, even though it normally only takes only very few seconds, statements are queued and can be run during the more quiet hours in the stores Questions Store Setup 1. Which of the following tasks are mandatory when you are setting up stores in LS Retail NAV? (a) Defining Statement/Closing Method (b) Setting Up Tender Types

69 (c) Setting Up Cash Declaring Setup (d) Setting Up Functionality Profiles (e) Setting Up Distribution Groups (f) Setting Up Work Shift Setup 2. There are two closing methods. These are: (a) Either by Date or by Time and Date (b) Either by Date and Time or by Shifts (c) Either by Shifts or by Date 3. Is it possible to copy existing POS terminals when you are using the New Store Wizard? (a) Yes (b) No 4. A staff member can be assigned to a store. If that is done, the following is correct: (a) She or he can work in any store since the staff number automatically changes the settings. (b) You should not assign him or her to a store if you want this staff member to work in other stores. (c) When you assign him or her to a store, choose the multi-store option.

70 4 LS Retail POS Setup 4.1 Objectives The objectives for this chapter are Assisting the user in setting up POS terminals Providing checklists that can be used for POS setup Explaining the functions of the different POS menus and profiles 4.2 Basic Information The LS Retail POS front end system is designed for use in different retail outlets as a part of the LS Retail. It can be installed as a stand-alone Microsoft Dynamics NAV client, providing security and resilience as it has an option to automatically transfers sales entries into the back office. Running with a local database it also provides you with full operation even in critical situations when network or communication is down. If so, all data will be auto-updated when connection is re-established. LS Retail POS can also be installed as a session in Microsoft Dynamics NAV on a local network giving you online access to important central information. Finally, it can run as a single module, directly connected to head office by Replicator and without installing the store module. 4.3 Checklist for POS Setup When you set up LS Retail POS, you must enter certain information before you can start running the POS terminal. Depending on how you want to run the POS terminal, the setup can vary from one POS terminal to another. Certain setup is mandatory, other is optional. There are four steps involved in setting up a new POS terminal. You must: Set up a new POS terminal Set up and assign POS interface-,-menu- and -hardware profiles to POS terminals. Set up and assign a POS functionality profile to the relevant store or POS terminal. Activate the POS through the POS Local Setup. To set up LS Retail POS perform the tasks in the following order. Note that is assumed that certain tasks have already been carried out in the store setup; therefore those tasks are not mentioned in the checklist. Order Task/Overview Mandatory 1 Installing Files for LS Retail POS Yes 2 Setting Up POS Terminals Yes 3 Inserting Default Data for LS Retail Yes 4 Registering POS Modules No 5 Registering External POS Commands No 6 Setting Up Menu Profiles Yes 7 Assigning Menu Profiles to POS Terminals Yes 8 Setting Up Menus Yes

71 9 Defining Macros No 10 Setting Up Objects to Run No 11 Specifying Receipt Texts Yes 12 Registering Receipt Logos No 13 Setting up Hardware Profiles Yes 14 Configuring Keys No 15 Assigning Hardware Profiles to POS Terminals Yes 16 Assigning Functionality Profiles to Stores Yes 17 Assigning Functionality Profiles to POS Terminals No 18 Defining POS Actions No 19 Configure Sales Types No 20 Registering POS Terminals Locally Yes External Components In order for the LS Retail POS to run you must install certain OCXs. To Install External Components for LS Retail POS: 1. Run the LS Retail Toolbox 6.06.exe installation program. It installs the necessary OCX controls used in LS Retail POS. 2. Follow the instructions given in the installation program to complete the installation. Attention The program will not run without the OCXs. Besides installing these on each POS terminal, you may need to install those on the clients where changes are made to the LS Retail POS objects, in order to be able to compile those objects. It is not possible and not necessary to compile the codeunits , POS Weighing Utility and , POS Global Refund Utility. 4.4 Setting Up POS Terminals For each POS terminal you can set up a variety of features. You need to enter information concerning the operation and functionality of the POS terminals, such as, discounts and handling of returns. You should also enter texts that will be printed on receipts and displayed at the POS terminal. To Set Up POS Terminals: 1. Click LS Retail - POS, Setup, POS Terminal Card. 2. Press F3 to insert a new POS terminal. 3. Fill in the Description fields. The No. should come automatically from the number series.

72 4. Fill in the following mandatory fields: Store No., Hardware Profile, Menu Profile and Interface Profile. 5. On the Display tab, select settings for the customer display, if needed. 6. On the Printing tab, select settings for options what to print on the OPOS Printer. 7. Click POS Term., Receipt Printing to specify receipt texts. This is an option in case you do not like to use the receipt texts configured on the store card. If the receipt text has been configured on the store card, you can select to use it from there so you just define it once per store and use it on all POS Terminal within the store. Repeat steps 2 to 7 for each POS terminal you want to set up. You can copy the setup from one POS terminal to another and then make the necessary changes. You can copy the fields, top receipt text and/or bottom receipt text from a specific POS terminal. To Copy POS Terminals: 1. Click LS Retail - POS, Setup, POS Terminal Card. 2. Browse to the relevant POS terminal. 3. Click Functions, Copy to Current Terminal. 4. On the POS Terminal tab, select the POS terminal you want to copy from. 5. On the Options tab, you can determine whether you want to copy the fields, top receipt text and/or bottom receipt text from the specified POS terminal. 6. Another Menu Item allows you to copy from the current POS Terminal Registering POS Terminals Locally For each Navision Client you set as a POS terminal you need to register the POS terminal locally. This information will be stored in the LSRETAIL.INI file under a section name that is by default the same as the Company Name in the database. By default this file is stored locally in the default WINDOWS directory. Also, the value in the Last Receipt No. field can never be put lower than the last registered slip number on the POS terminal.

73 In the Retail Setup you can define whether the section identifier shall be the Company Name or the Company Name plus User ID. To work with different settings than the default one is mainly used when the POS works online for example via Terminal Server. To Register POS Terminals Locally: 1. Click LS Retail - POS, Setup, Pos Local Setup. The POS Local Setup window appears. 2. Fill in the Store Number, Terminal Number and Last Receipt No fields. 3. In case you are re-registering the POS you can use the Function Get Last Receipt to get the last receipt number. 4. Click Save to confirm. The registration creates/writes an.ini file named LSRETAIL.INI which by default is located in the Windows (OS) folder. The file shows information about the actual POS Terminal. In case you would like to keep the file in a different location because of restrictions in the Windows user rights, you can specify a different folder. To Specify a Different (Not Default) Folder for the LSRETAIL.INI file: 1. Click LS Retail Back Office, Setup, Retail Setup. The Retail Setup window appears. 2. In the field IniFile Path you can specify the path to the LSRetail.ini file In the LSRETAIL.INI file a so called section identifier which is in brackets shows by default the Navision company name. Example: [CRONUS LS W1 DEMODATA] If you run LS POS with a local database or online in Client/Server environment, this is the proper section identifier. If you run LS POS in a Citrix or Terminal Server environment, you need to change the setting of the section identifier.

74 To Specify the IniFile Section Identifier: 1. Click LS Retail Back Office, Setup, Retail Setup. The Retail Setup window appears. 2. In the field IniFile section identifier you select the option: Company_Userid The section identifier will then show the Navision company name followed by the Navision user of the specific POS. Example: [CRONUS LS W1 DEMODATAPOS001] 4.5 Interface Profiles Interface Profiles are used to define the basic layout of the POS form. The size (resolution) of the form can be defined as well as different internal menus and colors. The following menus and menu sections can be configured: General Settings Journal Menu Main Menu Additional Menus 1 3 Number Pad Bitmap Input Section Information Section Total Section Customer Information Start Up/Login To Set Up Interface Profiles: 1. Click LS Retail - POS, Profiles, Interface Profiles. The POS Interface Profile Card window appears. 2. Press F3 to create a new hardware profile. 3. Fill in the Profile ID and Description fields. 4. Select the screen resolution and specific parameters. 5. Select colors for special POS functions and events. 6. Define the other menus. You can use a Graphical Layout Editor for the menu definition: 7. Click LS Retail - POS, Profiles, Interface Profiles. The POS Interface Profile Card window appears. 8. Click Profile, Layout Editor. 9. You can move and resize the menus like in Windows. 10. In order to test the Interface Profile you can click the Run button.

75 In the POS Interface Profile Setup window you can copy a selected interface profile to a new profile in order to save time and ensure consistency of POS profiles. You can only copy POS interface profiles between profiles in the same company in the database. To Copy POS Interface Profiles: 1. Click LS Retail - POS, Profiles, Interface Profiles. The POS Interface Profile Card window appears. 2. Browse to the POS profile you want to copy to. 3. In the POS Interface Profile Card window, click Functions, Copy Profile. The Copy Interface Profile batch job window appears. 4. In the Copy from Profile field, select the profile you want to copy from. 5. Click the OK button. The POS Interface Profile is linked to the POS Terminal and can optionally be linked to a cashier. In case it is linked to a cashier, this will overrule the setting from the POS terminal. To Assign Interface Profiles to POS Terminals: 1. Click LS Retail - POS, Setup, POS Terminal Card. 2. Browse to the relevant POS Terminal. 3. Select the Interface Profile in the Interface Profile field. To Assign Interface Profiles to Staff: 1. Click LS Retail - POS, Setup, Staff, Staff Card. 2. Browse to the relevant Staff. 3. Select the Interface Profile in the POS Interface Profile field.

76 4.6 Menu Profiles One of the tasks you have to carry out when setting up a POS terminal is setting up a Menu Profile, and assigning it to the POS terminal. The Menu profile keeps information about appearance on the POS terminal, such as colors, menus to run and if certain features should be visible or not on the POS terminal screen. You can set up as many Menu profiles as needed in your business. To Set Up Menu Profiles: 1. Click LS Retail - POS, Profiles, Menu Profiles. The POS Menu Profile Card window appears. 2. Press F3 to create a new Menu profile. 3. Fill in the Profile ID and Description fields. 4. Fill in the mandatory fields Start Menu, Sales Menu, Payment Menu and Tender Op. Menu. 5. For different Staff Permission Groups like Managers or normal Cashiers you can define different menus under the Group Menu tab. Please note that in case you do not define special menus there, all the cashiers will use the Menus defined under the General tab. 6. Fill in other fields in the window according to your needs. You can also use default data to set up your Menu profiles. When you have set up a Menu profile you need to assign to the relevant POS terminal(s) before you can run the terminal. To Assign Menu Profiles to POS Terminals: 1. Click LS Retail - POS, Setup, POS Terminal Card. 2. Browse to the relevant POS Terminal. 3. Select the Menu profile in the Menu Profile field.

77 4.6.1 POS Colors In the POS Color Setup window you can view, create and customize colors for the display. You can also use default data setup to install default colors for the POS terminals. To Set Up Colors: 1. Click LS Retail - POS, Setup, General, Color Setup. The POS Color Setup window appears. 2. Fill in the Color Code and Description fields. 3. In the Foreground field insert a number representing a RGB value of a color. The RGB color values are described in the standard Microsoft Dynamics NAV online CSIDE Reference Guide. 4. One color is used as the default color for voided lines on the POS. You can select it by setting the Default for voided parameter. 5. In case you would like to show the colored lines in Bold, select the Bold parameter. 4.1 Menus On LS Retail POS, menus are used for triggering POS commands. From the user's view menus are the working area where the user can select items to sell, selects payments and carries out predefined POS operations. From the setup view the menus serve as a platform where you can combine predefined POS commands with user defined parameters. The LS Retail POS system allows you to create two types of menus: On-Screen menus controlled either by menu keys on the side of the screen or, in the case of a touch screen, by the screen itself. In case of a soft key screen, on-screen menus can only hold as many menu keys as the number of soft keys, usually 8. In case of a touch screen, there can be more menu keys. Fixed Keys menus, assigning functions to keys on the fixed keyboard of the POS Terminal. There can only be one fixed key menu set up for each POS terminal. There are several types of menus you must set up to run a POS terminal. The mandatory menus are: Lookup menu Search menu Start menu Sales menu Payment menu Tender Operation menu

78 Menus are controlled either by the menu keys on the side of the screen or, in the case of a touch screen, by the screen itself. For a menu, you set up menu keys dynamic keys that appear on-screen and change during run time. You can set up numerous menu key menus for each hardware profile you are using. To Set Up Menus: 1. Click LS Retail-POS, Profiles, Menu Profiles. The Menu Profile Card window appears. 2. Browse to the relevant profile and go to the Menus, Menu Editor, the POS Menu window appears. 3. Instead of using the Menu Editor which works in a Table Form way you can choose to use the Menu Visual Editor by click Menus, Menu Visual Editor for a simple setup. 4. Press F3 to create a new menu. 5. Fill in the Menu ID and Description fields. 6. In the Menu Type field select the menu type Menu. 7. In the Map Enter To field you can select a POS command to run when pressing the Enter key. In the Map Parameter field you can insert a parameter for that command. 8. In the Key No. field in the menu lines, insert a number of a defined menu key as set up in the POS Key Command window or the menu key as you like to have it in the touch menu. 9. Fill in the Description and Command fields as desired. 10. On the Attributes tab, set the number of columns and rows if the menu is used for touch screens. You may need to define some buttons without values in order to have important buttons, for instance Cancel, placed in the bottom right hand corner where you would expect them to be. This requires a vision of how the overall menu looks like after you have defined it. In this perspective the Menu Visual Editor provides a better overview. Repeat steps 7 to 9 for each menu line you want to include in the menu. Example In Sales menus, the Map Enter To field can have the ITEMNO command selected. This means, that when a value is keyed in and the Enter key pressed on the sales menu, the program will recognize the value inserted as an item number.

79 4.1.1 Visual Menu Editor You use the Visual Menu Editor to view and set the Menu features of the menus for the POS terminals. In the Menu you can for example set the font and colors of each button. To Set Properties for Menu Buttons: 1. Click LS Retail-POS, Profiles, Menu Profiles. The Menu Profile Card window appears. 2. Browse to the relevant profile and click Menus, Menu Visual Editor, the POS Menu Editor window appears. 3. For each button you want to set properties for: double-click the button, the POS Button Properties window appears. 4. Select the button properties as needed. Attention You / edit buttons in the Menu editor unless you have set the number of columns and rows in the menu setup Start Menus You must set up a start menu for each POS Menu profile you are setting up. To Set Up Start Menus: 1. Click LS Retail-POS, Profiles, Menu Profiles. The Menu Profile Card window appears. 2. Browse to the relevant profile and click Menus, Menu Editor. The POS Menu window appears. 3. Press F3 to create a new menu. 4. Fill in the Menu ID and Description fields. 5. In the Menu Type field select the menu type Menu. 6. The Menu Caption field should have a descriptive prompt for the user to select a mode, for example; Select Command.

80 7. In the Map Enter To field, preferably select the ITEMNO command. If so; leave the Map Parameter field blank. 8. In the Key No. field in the menu lines, insert the number representing the order of the key on the POS terminal screen. 9. Fill in the Description and Command fields as desired. The following commands are often used in the start menu: LOGOFF START REFUND TRAINING VOID_TR SUSPEND It is also recommended to run the tender operation menu and the manager menu from the start menu. Repeat steps 8 and 9 for each menu line you want to include in the menu Sales Menus You must set up a sales menu for each POS Menu profile you are setting up. On the sales menu, you define the items or sales available at the POS terminal. To Set Up Sales Menus: 1. Click LS Retail-POS, Profiles, Menu Profiles. The Menu Profile Card window appears. 2. Browse to the relevant profile and click Menus, Menu Editor. The POS Menu window appears. 3. Press F3 to create a new menu. 4. Fill in the Menu ID and Description fields. 5. In the Menu Type field select the menu type Menu. 6. In the Map Enter to field preferably select the ITEMNO command. If so; leave the Map Parameter field blank. 7. In the Key No. field in the menu lines, insert the number representing the order of the key on the POS terminal screen. 8. Fill in the Description and Command fields as desired. The following commands are often used in the sales menu: LOOKUP

81 INCEXP PLU_K QTYCH TOTAL Repeat steps 8 and 9 for each menu line you want to include in the menu Payment Menus You must set up a payment menu for each POS Menu profile you are setting up. On the payment menu, you define the tender types you want to post a payment into. If you are setting up currencies, payment into customer account, or predefined amount, look for related topics for help. To Set Up Payment Menus: 1. Click LS Retail-POS, Profiles, Menu Profiles. The Menu Profile Card window appears. 2. Browse to the relevant profile and click Menus, Menu Editor. The POS Menu window appears. 3. Press F3 to create a new menu. 4. Fill in the Menu ID and Description fields. 5. In the Menu Type field select the menu type Menu. 6. In the Map Enter To field you can select a POS command to run when pressing the Enter key. In the Map Parameter field you can insert a parameter for that command. 7. The Menu Caption field should have a descriptive prompt for the user to select a mode, for example: Select Payment. 8. In the Key No. field in the menu lines, insert the number representing the order of the key on the POS terminal screen. 9. Fill in the Description and Command fields as desired. The following commands are often used in the payment menu: TENDER_K CURR_K VOID SUSPEND Repeat steps 8 and 9 for each menu line you want to include in the menu.

82 4.1.5 Tender Operation Menus On the tender operation menu you define the tender operations available at the POS terminal. A tender operation menu must be set up to the Menu profile assigned to the POS terminal, before you run tender operations from there. To Set Up Tender Operation Menus: 1. Click LS Retail-POS, Profiles, Menu Profiles. The Menu Profile Card window appears. 2. Browse to the relevant profile and click Menus, Menu Editor. The POS Menu window appears. 3. Press F3 to create a new menu. 4. Fill in the Menu ID and Description fields. 5. In the Menu Type field select the menu type Menu. 6. In the Map Enter To field you can select a POS command to run when pressing the Enter key. In the Map Parameter field you can insert a parameter for that command. 7. In the Key No. field in the menu lines, insert the number representing the order of the key on the POS terminal screen. 8. Fill in the Description and Command fields as desired. The following commands are often used in tender operation menus: TENDER_D FLOAT_ENT REM_TENDER OPEN_DR POST Repeat steps 7 and 8 for each menu line you want to include in the menu Price Control Menus You can set up a price control menu on which you can define functionality for price change and price check. To Set Up Price Control Menus: 1. Click LS Retail - POS, Profiles, Menu Profiles. The Menu Profile Card window appears 2. Browse to the relevant profile and click Menus, Menu Editor. The POS Menu window appears. 3. Press F3 to create a new menu. 4. Fill in the Menu ID and Description fields. 5. In the Menu Type field select the menu type Menu. 6. In the Map Enter To field you can select a POS command to run when pressing the Enter key. In the Map Parameter field you can insert a parameter for that command. 7. In the Key No. field in the menu lines, insert the number representing the order of the key on the POS terminal screen. 8. Fill in the Description and Command fields as desired. The following commands are often used in price control menus: PRICECHK PRICECH DISCPR DISCAM Repeat steps 7 and 8 for each menu line you want to include in the menu.

83 4.1.7 Currency Menus You can set up menus that define currency, when you receive payment in currency and want to post it into a currency account. To Set Up Currency Menus: 1. Click LS Retail - POS, Profiles, Menu Profiles. The Menu Profile Card window appears 2. Browse to the relevant profile and click Menus, Menu Editor. The POS Menu window appears. 3. Press F3 to create a new menu. 4. Fill in the Menu ID and Description fields. 5. In the Menu Type field select the menu type Menu. 6. In the Map Enter To field you can select a POS command to run when pressing the Enter key. In the Map Parameter field you can insert a parameter for that command. 7. In the Key No. field in the menu lines, insert the number representing the order of the key on the POS terminal screen. 8. Fill in the Description field. 9. In the Command field, select the TENDER_K function. 10. In the Parameter field select the tender type to which you want to post into. 11. In the Post Command field select the CURR_K function. 12. In the Post Parameter field select the currency that you want to which account you want to post. Repeat steps 7 to 12 for each menu line you want to include in the menu Customer Payment Menus You can set up a menu to pay into a customer s account, or include the menu lines in predefined menus. You can also set up menu lines to register a customer s sale, without registering a payment into his or her s account. This can be useful if you want to collect data of sale to the customer or give him or her customer specific prices and discounts.

84 Before you can run customers at the POS terminals and before registering into customers accounts, you must have set up a lookup form for customers. To Set Up Customer Payment Menus: 1. Click LS Retail - POS, Profiles, Menu Profiles. The Menu Profile Card window appears 2. Browse to the relevant profile and click Menus, Menu Editor. The POS Menu window appears. 3. Press F3 to create a new menu. 4. Fill in the Menu ID and Description fields. 5. In the Menu Type field select the menu type Menu. 6. In the Map Enter To field you can select a POS command to run when pressing the Enter key. In the Map Parameter field you can insert a parameter for that command. 7. In the Key No. field in the menu lines, insert the number representing the order of the key on the POS terminal screen. 8. Fill in the Description field enter something like Lookup 9. In the Command field, select the SELECTCUST function. 10. Create another key and enter a Description like Post to Account. 11. In the Command field, select the TOACCOUNT function. 12. It would be helpful for the user to have a Back button as well Predefined Amount Menus You can set up a predefined amount menu for the tender types you are setting up in a menu. When a predefined amount menu line is triggered a fixed payment amount for a particular tender type is selected as a payment. To Set Up Predefined Amount Menus: 1. Click LS Retail - POS, Profiles, Menu Profiles. The Menu Profile Card window appears 2. Browse to the relevant profile and click Menus, Menu Editor. The POS Menu window appears. 3. Press F3 to create a new menu. 4. Fill in the Menu ID and Description fields. 5. In the Menu Type field select the menu type Menu. 6. In the Map Enter To field you can select a POS command to run when pressing the Enter key. In the Map Parameter field you can insert a parameter for that command. 7. In the Key No. field in the menu lines, insert the number representing the order of the key on the POS terminal screen. 8. Fill in the Description field. 9. In the Command field, select the AMOUNT_K function. 10. In the Parameter field, insert the amount that you want to be used automatically. 11. In the Post Command field, select the TENDER_K function. 12. In the Post Parameter field, select the tender type you want to be used automatically. Repeat steps 7 to 12 for each menu line you want to include in the menu Search Menus You must set up one search menu for each Menu profile. Search menus are used for searching for items, such as retail items, customers or variants on the POS terminals. To Set Up Search Menus: 1. Click LS Retail - POS, Profiles, Menu Profiles. The Menu Profile Card window appears

85 2. Browse to the relevant profile and click Menus, Menu Editor. The POS Menu window appears. 3. Press F3 to create a new menu. 4. Fill in the Menu ID and Description fields. 5. In the Menu Type field select the menu type Menu. 6. In the Map Enter To field you can select a POS command to run when pressing the Enter key. In the Map Parameter field you can insert a parameter for that command. 7. In the Key No. field in the menu lines, insert the number representing the order of the key on the POS terminal screen. 8. Fill in the Description and Command fields as desired. The following commands and parameters are often used in the search menu: OK FINDNO FINDNAME LINE_UP LINE_DN FIND Repeat steps 7 and 8 for each menu line you want to include in the menu Lookups You must set up a lookups and include them in menus that are used for looking up records in predefined tables during run time operations on the POS terminals. When you have set up one lookup form in your business, you should include the lookups into a lookup form, one for each Menu profile. To Set Up Lookups: 1. Click LS Retail POS, Setup, Functionality, Lookup List 2. In the POS Lookup List window you can select the Lookup Menus for different lookup IDs 3. Lookup Menus 4. Lookup menus are used for looking up records in predefined tables during run time operations. You must set up one lookup menu for each Menu profile. 5. Before setting up lookup menus, you must also set up one lookup. The lookup is set up for all tables you want the lookup menus to act upon. To Set Up Lookup Menus: 1. Click LS Retail - POS, Profiles, Menu Profiles. The Menu Profile Card window appears

86 2. Browse to the relevant profile and click Menus, Menu Editor. The POS Menu window appears. 3. Press F3 to create a new menu. 4. Fill in the Menu ID and Description fields. 5. In the Menu Type field select the menu type Menu. 6. In the Map Enter To field you can select a POS command to run when pressing the Enter key. In the Map Parameter field you can insert a parameter for that command. 7. In the Key No. field in the menu lines, insert a number of a defined menu key as set up in the POS Key Command window. 8. Fill in the Description and Command fields as desired. The following commands are recommended in the lookup menu lines: OK MENU Parameter: Name of search menu TOUCHKEYB PAGE_UP PAGE_DN GO_FIRST GO_LAST CANCEL Repeat steps 7 and 8 for each menu line you want to include in the menu. Attention Running a search menu from the lookup menu is recommended. 4.2 Macros You can set up macros when you need to assign more than two commands to a key (primary and secondary command). The system allows you to define complex combined commands with any number of commands. To Define Macros: 1. Click LS Retail - POS, Profiles, Menu Profiles. 2. Browse to the relevant profile and click Profile, Macros. The POS Macro Card window appears. 3. Fill in the Macro ID and Description fields. 4. Press F3 in the macro lines to create a new line. 5. Fill in the Command field with a selected POS command. Fill in the Parameter field with the command's parameter. Repeat step 4 and 5 for each command you want to include in the macro, and run after the one in the preceding line. Attention All commands in a macro are run consecutively, one immediately after the other. Take care therefore not to insert into a macro a command which requires keyboard input. To run a macro you have to insert it in a menu as a menu line. Macros are combined commands that are run by pressing one key on the POS terminal keyboard. You can set up a menu for macros or include the macro in a predefined menu. To Include Macros in Menus:

87 1. Click LS Retail - POS, Profiles, Menu Profiles. The POS Menu Profile Card window appears. 2. Browse to the relevant profile and click Menus, Menu Editor. The POS Menu window appears. 3. Press F3 to create a new menu. 4. Fill in the Menu ID and Description fields. 5. In the Menu Type field select the menu type Menu. 6. In the Map Enter To field you can select a POS command to run when pressing the Enter key. In the Map Parameter field you can insert a parameter for that command. 7. In the Key No. field in the menu lines, insert a number of a defined menu key as set up in the POS Key Command window. 8. Fill in the Description field. 9. In the Command field select MACRO. 10. Fill in the Parameter field with the selected a macro. 4.3 Run-Objects You can set up Navision objects, that is, Forms, Reports, Dataports and Codeunits that can be run from the POS terminals. When a Run-Object has been set up you must include it in a menu, either in a soft key on a menu, or in a fixed key menu. To Set Up Run-Objects: 1. Click LS Retail - POS, Setup, Functionality, Run Objects. The POS Run Object window appears. 2. Press F3 to create a new Run-Object. 3. Fill in the Object Code field with a unique identification code for the run object. 4. In the Object Type field select the type of object you want to run. 5. In the Object ID field select the number of the item you want to run.

88 To Include Run-Objects in Menus: 1. Click LS Retail - POS, Profiles, Menu Profiles. The POS Menu Profile Card window appears. 2. Browse to the relevant profile and click Menus, Menu Editor, the POS Menu window appears. 3. Press F3 to create a new menu. 4. Fill in the Menu ID and Description fields. 5. In the Menu Type field select the menu type Menu. 6. In the Map Enter To field you can select a POS command to run when pressing the Enter key. In the Map Parameter field you can insert a parameter for that command. 7. In the Key No. field in the menu lines, insert a number of a defined menu key as set up in the POS Key Command window. 8. Fill in the Description field. 9. In the Command field in the relevant menu line select the RUNOBJ POS command. 10. Fill in the Parameter field by selecting a code for the desired Run-Object. 4.4 POS Modules A POS Module is a set of External POS Commands and other parameters such as POS Actions defined in a codeunit that can then be registered for LS POS in a single process. A typical example of such a POS Module is the LS Hospitality functionality for the POS. It has a set of POS Commands and POS Actions to run the special functionality in the Hospitality business. To Register a POS Module: 1. Have the codeunit for the external command developed. 2. Decide about the necessary POS Actions. 3. Click LS Retail POS, Setup, Functionality, POS Modules. 4. In the POS Modul Card click Functions, Register. 5. Select the codeunit containing the POS Modul and press OK. 6. If required you can now register POS Actions or Parameters.

89 4.5 External Commands External POS Commands give you an option to develop additional POS functionality without changing the LS Retail POS objects. The External POS Commands are codeunits, which have to be programmed following a certain POS Command protocol. They can be registered and behave like internal commands, allowing multiple command parameters. An example of External POS Commands can be found in codeunit , POS Gift Registration. The object must follow certain rules: 1. It must have the POS Menu Line as a parameter: OnRun(VAR Rec : Record "POS Menu Line"). 2. It must have a registration function: IF "Registration Mode" THEN Register(Rec) 3. It can create the parameters needed without adding fields. 4. It can return values to the POS. To Register External POS Commands 1. Have the codeunit developed. 2. Click LS Retail - POS, Setup, Functionality, POS External Command. The POS External Commands window appears. 3. Press F3 to create a new line. 4. Fill in the Function Code and Description fields. 5. In the Codeunit field select the codeunit that contains the new External POS Command(s). 6. Click Functions, Register. 7. From the Object list select the required object and press OK. 8. The POS command can then be found under LS Retail - POS, Setup, Functionality, POS Commands. 4.6 POS Actions POS Actions allow the POS to run some actions based on typical POS events. This gives a high flexibility in setup and configuration of POS functionality without the need of special development. Such POS events can be: Start of Transaction Send to Suspension Retrieve from Suspension End of Transaction Tender Tender Declaration Void Transaction Negative Adjustment Refund Sales Discount at Total Discount Line Negative Discount Line Override Price in Line Quantity Change Negative Quantity Line Customer Start POS New Sale Starts Staff Logon POS Closing POS Logoff On Timer Void Line Cursor Move Drawer Open Drawer Close Message KeyLock Changed On POS Command Staff Logoff Price Check

90 Total Line Amount Changed Data Trigger to trigger the POS Actions can be: Item Item Category Product Group Customer POS Command POS Actions to be triggered can be: Stop/Error Infocode Run Command Message To Create a New POS Action 1. Click LS Retail - POS, Setup, Functionality, POS Actions. The POS Actions window appears. 2. Press F3 to create a new line. 3. Fill in the Relation, Action Trigger and other fields depending on the functionality you like to achieve. 4.7 Hardware Profiles One of the tasks you have to carry out when setting up a POS terminal is setting up a Hardware Profile, and assign it to the POS terminal. The hardware profile keeps information about how the program manages the hardware connected to your POS terminal. It contains setup for each of the peripheral devices. These are; the receipt/document printer, customer display, magnetic strip reader, cash drawer, barcode scanner, scale, keylock, keyboard, tone device, magnetic ink reader and connection to an EFT server. You can set up as many hardware profiles as needed in your business. To Set Up Hardware Profiles: 1. Click LS Retail - POS, Profiles, Hardware Profiles. The POS Hardware Profile Card appears. 2. Press F3 to create a new hardware profile. 3. Fill in the Profile ID and Description fields. 4. Fill in the fields in the relevant tabs for each kind of hardware according to your needs.

91 You can also use default data to set up your hardware profiles. When you have set up a hardware profile you need to assign to the relevant POS terminal(s) before you can run the terminal. To Assign Hardware Profiles to POS Terminals: 1. Click LS Retail - POS, Setup, POS Terminal Card. 2. Browse to the relevant POS Terminal. 3. Select the desired hardware profile in the Hardware Profile field. It is possible to let POS print the receipt to two different OPOS printers. If this is necessary, you can select a different Hardware Profile on the POS Terminal Card, Printing Tab and set a parameter to print on the second printer. In the POS Hardware Profile Setup window you can copy a selected hardware profile to a new profile in order to save time and ensure coherency of POS profiles. You can only copy POS hardware profiles between profiles in the same company in the database. To Copy POS Hardware Profiles: 1. Click LS Retail - POS, Profiles, Hardware Profiles. The POS Hardware Profile Card window appears. 2. Browse to the POS profile you want to copy from. 3. In the POS Hardware Profile Setup Card window, click Functions, Copy Profile. The Copy Hardware Profile batch job window appears. 4. In the Copy from Profile field, select the profile you want to copy from. 5. Click the OK button. 4.8 Configuring Keys The LS Retail POS application offers four ways of configuring keys. Before configuring keys you should set up key commands to assign numbers to menu keys, fixed keys as well as for defining keyboard wedging. Menu Keys Menu keys are dynamic keys, which appear on-screen and change during run time based on the different menus. They are operated by soft menu keys on the side of the POS terminal screen or, in case of a touch screen, by touch. Fixed Keys Fixed keys are keys that are on the POS keyboard. They have certain names or values that are predefined and can usually be found in the hardware documentation. You can assign numbers to each one, making them identifiable to the program. You can assign commands to some of these keys through a fixed keys menu. There should only be one fixed key menu in each POS profile. Keyboard Wedge A keyboard wedge needs to be defined when a peripheral (MSR or Scanner) is connected through the keyboard port. If you define a keyboard wedge with the signature value of the peripheral, the application will be able to recognize the signature value and interpret the transmission as from the peripheral instead of a keyboard input. Search The Search option is related to the option in LS POS to Find As You Type. If the Find As You Type is activated in the POS Hardware Profile, the lookup will start as soon as you start to type. All Alphanumeric buttons on the keyboard and the minus (-) sign are automatically used in the lookup. To activate other buttons enter the name of the key in the Key Name column and in the Key Type column set the type as Search.

92 Attention When defining keyboard wedging, and before you set up menu keys and fixed keys you must set up Key Commands. To Set Up Key Commands: 1. Click LS Retail-POS, Profiles, Hardware Profiles. The POS Hardware Profile Card window appears. 2. Browse to the relevant hardware profile and click Profile, Key Commands, the POS Key Commands window appears. 3. In the Key Name field, enter the value of the key, to which you want assign a number. For the menu keys, this value can for example be in the range Shift+F1 to Shift+F8 (top to bottom), although these values may differ between hardware manufacturers. If you are unsure of the appropriate values for you hardware, refer to the hardware documentation. 4. Fill in the Key Name, Description, Key Type and Key No. fields. Repeat steps 3 and 4 for all key commands you want to set up Keyboard Wedging You can set up keyboard wedging for LS Retail POS. A keyboard wedge needs to be defined when a peripheral (MSR or Scanner) is connected through the keyboard port. If you define a keyboard wedge with the signature value of the peripheral, the program will recognize the signature value and interpret the transmission as from the peripheral instead of a keyboard input. You can set up a keyboard wedge for each hardware profile you are using. To Set Up Keyboard Wedging: 1. Click LS Retail-POS, Profiles, Hardware Profiles. The POS Hardware Profile Card appears. 2. Browse to the relevant hardware profile and click Profile, Key Commands, the POS Key Commands window appears. 3. Press F3 to create a new key command. 4. In the Key Name field, enter the signature value of the peripheral you are defining a keyboard wedge for. Refer to the hardware documentation for information about this value. 5. In the Description field, enter a description for the wedge. 6. In the Key Type field, select Wedge. 7. In the Key No. field, enter 0 (zero). 8. In the Wedge option field, select MSR or Scanner, determining whether the specified Keyboard Wedge signature value belongs to the MSR or the Scanner. Repeat steps 3 to 8 for all keyboard wedge keys you want to set up Mapping Keys You can map a key on the POS terminal to replace the value of one key with the value of another key. For example, if you map A as B and press A within the program, the program will interpret it as a B. This can for example be useful if you have to disable the Escape key. You can map keys for each hardware profile you are using. To Map Keys: 1. Click LS Retail-POS, Profiles, Hardware Profiles. The POS Hardware Profile Card appears. 2. Browse to the relevant hardware profile and click Profile, Key Mapping. 3. In the POS Key Mapping window, press F3 to create a new key-to-key mapping. 4. In the Map From field, enter the name or value of the key you want to map from. 5. In the Description field, enter a description for the key-to-key mapping.

93 6. In the Map To field, enter the name or value of the key you want to map to. Repeat steps 3 to 6 for all keys you want to map. Attention Example You must be aware that the setup of keys on a keyboard depends on how the particular keys are set up in your country. If you map Down as a and press Down the program will interpret it as an a. If you map Shift+3 as Enter and press Shift+3 the program will interpret it as an Enter Fixed Keys You can set up a menu for fixed keys. Fixed keys are keys that are on the POS terminal keyboard. These have certain names or values that are predefined and can be found in the hardware documentation. You can assign numbers to each one, making them identifiable to the program. You can assign functions to some of these keys through a fixed keys menu. There should only be one fixed key menu in each Menu profile. To Set Up Fixed Keys: 1. Click LS Retail-POS, Profiles, Menu Profiles. The POS Menu Profile Card appears. 2. Browse to the relevant profile and click Menus, Menu Editor. The POS Menu window appears. 3. Press F3 to create a new menu. 4. Fill in the Menu ID field. 5. In the Menu Type field, select Fixed Keys. 6. In the Description field, enter a description for the menu. 7. Do not fill in the Map Enter To and Map Parameter fields. 8. In the Key No. field, enter the number of the fixed key you want to assign a function to. This number should already have been defined as a menu key in the POS Key Commands window. 9. Fill in the Description field. Repeat steps 8 and 9 for all fixed keys you want to set up. 4.9 Receipts You must specify texts that will appear on receipts and invoices, and displayed at the POS terminal. To Specify Receipt Texts: 1. Click LS Retail POS, Setup, POS Terminal Card, the POS Terminal Card window appears. 2. Browse to the relevant POS terminal and click POS Term., Receipt Printing. The POS Terminal Receipt Printing window appears. 3. On the General tab, define the maximum length of the receipt and the number of empty lines at top and bottom.

94 4. On the Top tab, insert the text to appear on the top of the receipt, and define the properties of the text. 5. On the Bottom tab, insert the text to appear on the bottom of the receipt, and define the properties of the text. In case you prefer to have the receipt text the same for all the POS Terminals in one store, you can define the text under the related store. 6. Click LS Retail POS, Setup, Store Card, the Store Card appears. 7. Browse to the relevant store terminal and click Store, Receipt Printing. The Store Terminal Receipt Printing window appears. 8. On the General tab, define the maximum length of the receipt and the number of empty lines at top and bottom. 9. On the Top tab, insert the text to appear on the top of the receipt, and define the properties of the text. 10. On the Bottom tab, insert the text to appear on the bottom of the receipt, and define the properties of the text. 11. The selection of whether the POS terminal shall use the text from the store or from itself is done in the field Receipt Setup Location on the POS Terminal Card. You can register a logo that is printed on receipts on all POS terminals that are using a particular hardware profile. This is done via the POS Hardware Profile. To Register Receipt Logos: 1. Click LS Retail - POS, Profiles, Hardware Profiles. The POS Hardware Profile Card appears. 2. Browse to the relevant hardware profile and click Profile, Receipt Logo. 3. In the Receipt Logo window, click Logo, then select if you want to Import, Export or Delete a registration for a receipt logo. 4. Browse to the location of the image file and select it. Attention The location of the image on the POS terminal should not be changed with out registering the logo again. Also, the images should not be compressed. It is recommended that the images are printed out in grayscale colors Sales Types Sales Types is multi-purpose functionality of LS Retail POS. The idea of a sales type is to park/suspend a POS Transaction with a number of predefined parameters. A Sales Type

95 could for example be used to suspend a POS transaction with prepayment, to suspend a POS Transaction as a sales order or sales quote or to open a table in a restaurant and keep it open during the rounds. The sales type works as a parameter of the SUSPEND function or as a default sales type linked to a POS terminal Suspending Sales with Prepayment Suspension can be used to put sales on hold and retrieve them later to finish them. Sales Types of the Suspend Type POS Transaction allow payments to be a part of these suspended transactions. Thus they give the possibility to use prepayment as part of the amount. To allow prepayment the user must also set up a GL account on the Sales Type that will hold prepayments until the transaction is finalized. The POS is set up with Suspension buttons which take the Sales Type as parameter both on the final menu (for suspending with prepayment) and start menu (for retrieving). To Set Up Suspend with Prepayment 1. Click LS Retail - POS, Setup, Store Card. 2. Browse to the required store. 3. Click Store, Income/Expense Accounts. 4. In the Income/Expense Account create a new income/expense account. 5. Select the Account Type to be Suspense. 6. On the Posting Tab select a G/L account that has no VAT (0 %). 7. Fill in the other fields as required. 8. Create another Income/Expense account of the Account Type Income for posting voided prepayments. 9. Click LS Retail POS, Setup, General, Sales Types. 10. In the Sales Type Setup create a new sales type. 11. Set the Suspend Type to be POS Transaction.

96 12. You can select whether the system asks for a deposit. 13. Select the Income/Expense account created under 4. as the Prepayment Account No. 14. Select the Income/Expense account created under 8. as the Voided Prepayment Account No. 15. Create a POS Button in the LS Retail POS payment menu to be the suspend button. The POS command is SUSPEND; as parameter select the sales type you created above. To Set Up Suspend as Sales Order 1. Click LS Retail POS, Setup, General, Sales Types. 2. In the Sales Type Setup create a new sales type. 3. Set the Suspend Type to be Sales Order 4. Create a POS Button in the LS Retail POS payment menu to be the suspend button. The POS command is SUSPEND, as parameter select the sales type you have created above. 5. When you suspend the POS Transaction, the system will create a sales order Functionality Profiles The POS Functionality Profile gives the POS parameters on how to run different POS functionalities. These functionalities come from different groups: General Here we find general parameters like definition of customer and price handling, transaction purge and use of cash management. Amount Parameters like VAT printing, POS symbols and Amount/Price rounding can be found here. Windows Printing It is possible to define which reports shall be used for POS Windows printing. Please note that the standard kind of POS printing is OPOS printing and not Windows printing. Staff & Logon Different functionalities handling the logon/logoff of staff at the POS can be configured here. To Set Up Functionality Profiles: 1. Click LS Retail - POS, Profiles, Functionality Profiles. The POS Functionality Profile Card appears. 2. Press F3 to create a new functionality profile. 3. Fill in the Profile ID and Description fields. 4. Fill in the fields in the relevant tabs for the functionality as mentioned above. You can also use default data to set up your functionality profiles. When you have set up a functionality profile you need to assign to the relevant store(s) before you can run the POS terminals of that store(s). To Assign Functionality Profiles to Stores: 1. Click LS Retail Back Office, Setup, Store Card. 2. Browse to the relevant Store. 3. On the General tab select the functionality profile in the field POS Funct. Profile. As an alternative, the Functionality Profile can be assigned to a POS Terminal. To Assign Functionality Profiles to POS Terminals:

97 1. Click LS Retail - POS, Setup, POS Terminal Card. 2. Browse to the relevant POS Terminal. 3. On the General tab select the functionality profile in the field Functionality Profile. Attention In case you assign the Functionality Profile to POS Terminals, it is important that the profiles follow the same rules that apply to the whole store for example in rounding, VAT printing, cash management or transaction server. Therefore it is recommended to assign the functionality profile to a store rather then to a POS Terminal Advanced Learning Using OPOS Drivers for POS Periperals OPOS drivers provide a standardized way for software to use POS terminal hardware. The LS Retail POS relies on the OPOS standard. When setting up OPOS for LS Retail POS, you must: Run the install for the OPOS drivers on the POS terminal. Assign the OPOS driver and its device name to the hardware in the Hardware Profile Setup for LS Retail POS. When installing OPOS drivers, specific registry entries are created, in which you can find the identifying device names of the hardware, used by the LS Retail POS OPOS Registry Entries According to OPOS standards, each OPOS Control requires some data in the system registry in order for it to locate the proper Service Object and initialize it for the device. When set up, all OPOS Service Object entries are placed in the registry: HKEY_LOCAL_MACHINE\SOFTWARE\OLEforRetail\ServiceOPOS Entries Used by LS Retail POS Each peripheral used by LS Retail POS, must have an identifying entry for each device type. These must be inside the following entries created by the OPOS installation procedure: CashDrawer Keylock LineDisplay MSR POSPrinter Scale Scanner ToneIndicator Each device is assigned a Device Name by a Service Object installation procedure. The default value of the Device Name key is the Programmatic ID of the Service Object. This string is needed by the Control Object, so that the Service Object may be loaded and the OLE Automation interfaces established between the Control Object and the Service Object. A Logical Device Name can be added to the registry. Both the Programmatic ID and the Logical Device Name can be used as the Device Name for each peripheral using OPOS drivers. Example When the EPSON TMH-6000 POS Printer has been installed its identifying entries are registered at:

98 HKEY_LOCAL_MACHINE\SOFTWARE\OLEforRetail\ServiceOPOS\POSPrinter\TMH In this example, the Printer Device Name, used as input in the Printer Device Name field in the POS Hardware Profile table, is TMH You can set up a printer for each hardware profile you are using. You can set up preferences and properties both for the receipt and the document printer. When creating a new hardware profile, all commands for the printer are set up by default. You can change those settings if needed. To Set Up OPOS Printers on POS: 1. Click LS Retail - POS, Profiles, Hardware Profiles. 2. Browse to the relevant hardware profile and click the Printer tab. 3. If using an OPOS driver, select the OPOS option in the OPOS ID field. 4. If the OPOS option was selected in the OPOS ID field, you must enter the OPOS driver name for the printer into the Printer Device Name. Both the Programmatic ID and the Logical Device Name can be used as the Device Name for the printer. You can find the Programmatic ID and the Logical Device Name in the registry: 5. HKEY_LOCAL_MACHINE\SOFTWARE\OLEforRetail\ServiceOPOS\POSPrinter. 6. Optionally you can use the lookup on that field to retrieve the device name from the registry. 7. Fill in other fields as needed. If you would like to test the OPOS printer, you can do this from LS Retail after you have set it up in the POS Hardware Profile. To Test OPOS Printers from LS Retail: 1. Click LS Retail - POS, Profiles, Hardware Profiles. 2. Browse to the relevant hardware profile and click the Printer tab. 3. Click Open Device, in the State field the system shows the actual OPOS State. 4. In the following forms select the POS Terminal and the Staff. 5. Click Print Slip the OPOS Printer prints a test receipt. 6. Click Close Device. The following are the Device States in OPOS:

99 0. OCX not initialized 1. Closed 2. Idle (should be working and ready) 3. Busy 4. Error The use of OPOS Printers is the most common way for POS Printers and LS Retail POS is mainly designed for these printers. There are clear benefits for using OPOS Printers like the interaction via the OPOS drivers. Nevertheless you can use Windows drivers as well. Please note that there is only a demo report available in LS Retail. You might have to customize this report. The object number of the report is To Define Reports for Windows Printing on POS: 1. Click LS Retail - POS, Profiles, Functionality Profiles. 2. Browse to the relevant functionality profile and click the Windows Printing tab. 3. Select the required reports. In LS Retail POS you can set up a line display for each hardware profile you are using. To Set Up Line Displays: 1. Click LS Retail - POS, Profiles, Hardware Profiles. 2. Browse to the relevant hardware profile and click the Displays tab. 3. If using an OPOS driver, select the OPOS option in the Display field. 4. If the OPOS option was selected in the Display field, you must enter the OPOS driver name for the line display into the Line Display Device Name at this stage. Both the Programmatic ID and the Logical Device Name can be used as the Device Name for the line display. You can find the Programmatic ID and the Logical Device Name in the registry: 5. HKEY_LOCAL_MACHINE\SOFTWARE\OLEforRetail\ServiceOPOS\LineDisplay. 6. Optionally you can use the lookup on that field to retrieve the device name from the registry. 7. Fill in other fields as needed. See Appendix A for a special section on POS Commands Dual Display Instead or in addition to using a Customer Line Display you can use a so-called dual display to inform the customer. The dual display is a screen like the one for the cashier but is shows the information for the customer like the line display. In addition it can show a HTML as well for example to show advertisements to the customer. For details about the Dual Display hardware please refer to your hardware supplier. Attention If you would like to use a scale in connection with the POS, you must have a customer line display. The scale does not work when there is no customer line display connected. This is a requirement for the scale certification. The dual display does not replace the customer line display in this case so if you like to use a dual display and a scale you must still have a customer line display. To Set Up Dual Display:

100 1. In the LS Retail Toolbox folder you will find a folder with the name DualDisplay. This folder contains the external components for the use of a dual display. 2. Run the ddisp.exe from the DualDisplay folder. 3. Click LS Retail - POS, Profiles, Hardware Profiles. 4. Browse to the relevant hardware profile and click the Displays tab. 5. In the field Dual Display you select whether you like to use a dual display. 6. In the field Dual Demo File Path you select the HTML which you like to show on the dual display. A demo can be found in the folder WWW under the DualDisplay folder. 7. Restart LS Retail POS to activate the use of Dual Display Scenario 1: New Java Coffee Shop New Terminals The New Java Coffee chain is setting up new branches in Spain. The first ones will be set up in the tourist crowded Canary Islands, Tenerife and Gran Canaria since new generations of coffee lovers are missing decent coffee shops there. One of the most important features of the LS Retail NAV is to set up POS s in different locations. Anabella Gracia Lopez is the technical chef for the new coffee-shops in the Canaries, formerly working for the chain s branches in Berlin in Germany where the New Java Coffee is at its strongest. Anabella has to take a few things into consideration when she sets up the POS terminal for the first shops in Playa del Ingles in the Gran Canaria. She selects F3 to insert a new POS terminal and since it is the first one in this part of the chain it will be the P0001 within the series and located within store no. S Numbering sequences can be defined in Financial Management, Setup, No. Series. - In the Description field she puts the accurate description: By the ficus tree since the coffee shop is located in a semi-outdoor environment in one of the numerous shopping centers of the town. Although Coffee shops are normally defined as Restaurants there are a few new twists that result in Anabella defining a new Sales Type in the LS Hospitality, Setup, Hospitality Types, Sales Type, Sales Type List where the Sales Type button is pressed for the Sales Types Setup.

101 Then she goes back to the previous window. Since the location of the POS is in a crowded place and guests can easily access the POS she checks the Exit After Each Trans. checkbox. Terminal Connection is set OffLine and Statement Method is by each separate POS and therefore set to: POS Terminal. On the Printing tab Anabella selects All Returns in the Slip if Return field and checks the Rec. Printing Off by Default checkbox. No other settings are necessary at this point of time. On the Printing tab of the POS Terminal Card Anabella selects Receipt Printing when she presses the POS Term. and adds a text on the Bottom tab: New Java Coffee Forever Scenario 2: Setting up Hardware Profile for New Java Coffee New Java Coffee also needs to set up some hardware profiles for the new coffee shop in Playa del Ingles. In LS Retail POS the hardware profile keeps information about how the program manages the hardware connected to each POS terminal. It contains setup for each of the peripheral devices. It is possible to set up as many hardware profiles as needed and these include a receipt/document printer, customer display, magnetic strip reader, cash drawer, barcode scanner, scale, keylock, keyboard, tone device, magnetic ink reader and connection to an EFT server.

102 In the New Java Coffee shops the hardware profiles that need to be set up are relatively simple, a receipt printer and a barcode scanner is enough for most of the coffee shops. Anabella Gracia Lopez is ready to set these up and first she enters the LS Retail - POS, Profiles, from there she goes to the Hardware Profiles and the POS Hardware Profile Card appears.she presses F3 to create a new hardware profile for the printer first and then the scanner, fills in the Profile ID and Description fields as needed. For the printer she uses the default data set up on the New Java Coffee from LS Retail but no further settings are needed for the scanner. Then she assigns the hardware profiles to all the POS s that will be used in the first New Java Coffee branch in Playa del Ingles Questions 1. Where do you register POS Terminals locally? (a) At the LS Retail POS, Setup, Pos Terminal Card. (b) At the LS Retail POS, Setup, Pos Local Setup in the POS Local Setup window. (c) Contact LS Retail and register there. 2. What are menus used for in LS Retail POS? (a) Keeps information about appearance on the POS terminal, such as colors, menus to run and if certain features should be visible or not on the POS terminal screen. (b) Selecting pre-defined menus only. (c) Keeps information about appearance in the LS Retail BackOffice. 3. What two types of menus are used in the LS Retail POS system? (a) Lookup menus and Start menus. (b) On-Screen menus and Fixed Keys menus. (c) Sales menus and Payment menus. 4. What do you always need to do before you edit buttons in a POS menu? (a) Get a special template for editing menus.

103 (b) Set a number of columns and rows in the menu setup. (c) Run a script that sets up a menu for you. 5. List five different kinds of menus in the LS Retail POS. 6. POS-actions to be triggered can be as follows: (a) Stop/Error Infocode Run Command Message (b) Start Stop/Error Run Command Message (c) Stop/Error Infocode Run Command Repeat Once 7. What four ways of configuring keys does LS Retail POS application offer? (a) Menu Keys, Fixed Keys, Keyboard Wedge and Search. (b) Menu Keys, Fixed Keys, Interchangeable Keyboard Wedge. Keys and (c) Fixed Keys, Keyboard Wedge, Search and Advanced Search. 8. When defining keyboard wedging and before setting up menu keys and fixed keys, what is it that you need to do? 9. What do the POS Functionality Profiles do? (a) They add additional features from 3 rd party and each is treated according to the 3 rd party manual.

104 (b) (c) They are not available. They give the POS parameters on how to run different POS functionalities. These functionalities come from different groups.

105 5 Inventory Setup and Management 5.1 Objectives The objectives for this chapter are Providing checklist for Inventory Setup Deeping understanding and creating body of knowledge on Items in LS Retail NAV Placing the Item in the LS Retail NAV hierarchy Showing the attributes and other features for Item 5.2 Basic Information Items are the fundamental unit in the LS Retail System. LS Retail includes several features concerning item sales at the point of sale. Following is a list of the main features: Item Divisions Item Divisions (called Divisions in LS Retail) represent the most general grouping of items. They are used for Open to Buy and some reports Item Categories Item Categories represent the next level for grouping of items, making it possible to examine sales statistics on a broad perspective. You can also use Item Categories when setting up Open Department sales. Item Categories provide default posting setup groups for the related items Product Groups Product Groups provide basic parameter that the system assigns to the item when you select a Product Group for it. Product Groups can control the barcode construction and variant groups for the retail items included in each group. They can also make the process of locating items in sections and shelves easier and control the location distribution for the items. Furthermore, discount offers can be created at Product Group level, as well as at variants and retail item levels Variants Retail items can have 6 different variant dimensions like color, size and style. Each combination can be represented by a unique barcode. Thus, statistical results of sales by variants are available.

106 5.2.5 Barcodes Retail items can be represented with one or more barcodes in addition to the item number itself. Multiple barcodes are essential, that is, if the same product comes from different manufacturers, or if the item has different variants. The system can generate barcodes for all variant combinations with a mask that takes barcode numbers from a number series. The system also supports EAN 8, EAN 13, UPC-A and UPC-E standard barcodes Printing The system supports the generation of Item Labels and Shelf Labels, using pre-formatted reports. 5.3 Checklist for Inventory Setup When you set up inventory in LS Retail, you must enter certain information before you can start running the system. Certain setup is mandatory, other is optional. For setting up inventory in LS Retail follow the tasks according to the order given, note that it has been assumed that posting groups have already been set up in the General Ledger of Microsoft Dynamics NAV, as well as tasks carried out in the Retail Setup, therefore those tasks are not mentioned in the checklist. Order Task/Overview Mandatory 1 Setting up Units of Measure Yes 2 Setting Up Comparison Units of Measure No 3 Setting Up Item Division No 4 Setting Up Item Categories Yes 5 Setting Up Product Groups Yes 6 Setting Up Price Groups Yes 7 Setting Up Special Groups No 8 Setting Up Item Attributes No 9 Setting Up Seasons No 10 Setting Up Events No 11 Creating Retail Items Yes 12 Registering Item Prices Yes 13 Linking Items No 14 Setting Up Variant Framework No 15 Creating Variants No 16 Setting Up Barcode Mask Characters No 17 Setting Up Barcode Masks No 18 Entering Barcodes No 19 Assigning Sections and Shelves to Items No 20 Setting Up Item Distribution No

107 21 Specifying Receipt Texts for Items No 22 Setting Up Item Labels No 23 Setting Up Shelf Labels No 24 Assigning Extra Print Setup to Retail Items No 5.4 Item Divisions The use of Item Divisions is not mandatory. It can be used for Open-To-Buy, reports, and retail item search. To Set Up Item Divisions: 1. Click LS Retail Back Office, Setup, Item, Groups, Divisions. 2. Press F3 to enter a new Item Division. 3. Fill in the Code and Description fields. 5.5 Item Categories There are two more levels of Retail Product Grouping in LS Retail: Item Categories: The higher level. Each Item Category contains a number of Product Groups. Product Groups: The lower level of grouping. Each Product Group contains a number of retail items. It is important to have a well-defined Item Category structure, before you start to set up Item Categories. Before setting up Item Categories you should define how detailed the Item Category structure should be in order to serve best the needs of your business. Then you create Item Categories and assign closely related Product Groups to the same Item Category. To ensure the correct handling of retail items, you need to set up Item Categories. You can use Item Categories to: Group Product Groups Define default Posting Groups Base POS cost calculation on Item Categories Collect and view statistics on Item Category level Set up an Open Item category sale

108 To Set Up Item Categories: 1. Click LS Retail Back Office, Setup, Item, Groups, Item Categories. 2. Press F3 to enter a new Item Category. 3. Fill in the Code and Description fields. 4. Fill in the Default Profit % field if needed. To base POS cost calculation on an Item Category you must select the Item Category Based option in the POS Cost Calculation field for each retail item involved. Repeat steps 2 to 4 for each Item Category you want to set up. Microsoft Business Solution NAV does not allow a sale on open item groups. Only sales on items are possible. Nevertheless you can set up open item category sale or open product group sale, meaning that when you have an item that does not have an item number registered, you can sell the item as a part of the Item Category or a Product Group. Attention When selling an open item category sale, statistics will not be retained on item level, but on Item Category level, also; the inventory will not be updated. To Set Up Open Item Category Sale: Create a retail item (see 5.6 Retail Items). In the Description field, insert a description of the Open Item Category sale. 1. In the Item Category Code field on the Retail Item Card, select the relevant Item Category. 2. On the POS tab in the Retail Item Card window, select the option Must Key in New Price in the Keying in Price field.

109 3. On the Invoicing tab, select the required POS Cost Calculation and No Stock Posting. When performing an Open Item Category sale, you select the item created above as the Item Category to be sold. You can make a similar setup for a Product Group. 5.6 Product Groups Product Groups provide a convenient way of handling barcode generation and checking, as well as supporting default variants for the retail items included in the group. It is important to have a well defined Product Group structure, before you start to set up Product Groups. Before setting up Product Groups you should define how detailed the Product Group structure should be in order to serve best the needs of your business. Then you create Product Groups and assign closely related retail items to the same Product Group. This is especially true for retail items that have variants. To Set Up Product Groups: 1. Click LS Retail Back Office, Setup, Item, Groups, Product Groups. 2. Press F3 to enter a new Product Group. 3. Fill in the Code and Description fields. 4. In the Item Category field, click the AssistButton to see the Item Categories window. Select the relevant Item Category, and then click OK to copy it to the field. 5. Fill in the remaining fields as appropriate. Repeat steps 2 to 5 for each Product Group you want to create. When you select a Product Group for a retail item, the Item Category, the posting groups, the section and shelf location, the barcode mask and variant groups of the Product Group will all be automatically assigned to the item. When you make changes to these features after you have assigned items to the group, you can use a function to copy these features specifically to the items.

110 To Copy from Product Groups to Retail Items: 1. Click LS Retail Back Office, Setup, Item, Product Groups, Product Groups, Card. The Retail Product Group Card window appears. 2. Browse to the relevant Product Group and click Functions, Copy from Product Group to Items. 3. On the Options tab, place a check mark in the fields for which settings you want to copy from the Product Group to its items. 4. Click OK to run the function. The program will copy the requested information to the retail items in the group.

111 Attention Before copying information from Product Groups to retail items, the relevant retail items must already have been assigned to the Product Groups. 5.7 Retail Items Basically, a retail item is created and set up as an ordinary item in the inventory system. For example you can use the standard Navision Bill of Material item setup and explode a retail item s BOM when posting statements. When you have entered the necessary information and closed the window, the system creates an action in the Actions table. The new item will then be on file and ready to be sold, after the system next exports retail item date to the POS terminals. To Create Retail Items: 1. Click LS Retail Back Office, Retail Item Card. 2. Press F3 to enter a new retail item. 3. Fill in the No. field, by selecting the appropriate number series. 4. Fill in the Description field. 5. If needed, fill in the Base Unit of Measure field, by selecting the appropriate unit of measure. 6. In the Product Group Code field, select the relevant Product Group code. Notice that the Item Category field is automatically filled with the Item Category of the Product Group. 7. On the Invoicing tab, note that the Gen. Prod. Posting Group, VAT Prod. Posting Group and Inventory Posting Group fields have all been copied from the Product Group as default values. You can change these groups for each retail item. 8. Fill in the Cost and the Unit Price Including VAT. 9. If the item needs to be weighed on a scale at sales time, place a check mark in the Scale Item field on the POS tab. 10. If you like to work with additional prices, click Pricing and select the relevant sales code. 11. Fill in other fields in the Item Card window as needed. Repeat steps 2 to 11 for each retail item you want to create Item Linking You can link retail items together, so that every time the main retail item is sold, the retail items that are linked to it are sold also. This is for example used when selling drinks in bottles, then the bottles are linked to the drinks so that every time the drink is sold, the bottle is sold with it.

112 Linking can for example be used when selling a bed. Then you can link the mattress, frame and legs to the bed item, so that each time the bed is sold (bearing zero price), the other items are sold automatically with it. To Link Items: 1. Click LS Retail Back Office, Retail Item Card. The Retail Item Card window appears. 2. Click Item, Item Linking, Linked Items. The Linked Items window appears. 3. In the Linked Item No. field, select the relevant item from the Item List window. 4. In the Unit of Measure field, select the Unit of Measure you like to have the item linking for. 5. In the No. of Items field, fill in how many units of this item should be linked to the main item; that is the item in the Linked Item No. field. 6. If the linked item shall be returned later for example an empty bottle with bottle deposit paid for then the No. of Items should be negative and on the item (the bottle item) the parameter Qty. Becomes Negative should be set. Then when selling the main item and the linked item, the linked item is sold positive. When returning the linked item, it is negative. Attention It is important to make a distinction between the main item and the linked item. Each time the main item is sold, the item that is linked to it, the linked item, is sold also. The reverse does not apply, that is, when the linked item is sold, the main item is not sold also. The main item cannot be linked to other items, that is, it can never appear as a linked item. Neither can you link an item to it self. When linked items are sold, the retail items that are linked to it are sold also. You can view which retail items have been linked to other retail items. To View Linked Items: 1. Click LS Retail Back Office, Retail Item Card. The Retail Item Card window appears. 2. Click Item, Item Linking, Where-Linked List.

113 3. In the Where-Linked List window, you can see the main item to which item the relevant item is linked. The No. of Items field indicates how many units of the item are linked to the main item. 5.8 Special Groups A retail item can be a part of special groups. They are used for extra grouping out of the static item hierarchy. To Set Up Special Groups: 1. Click LS Retail Back Office, Setup, Item, Groups, Special Groups. 2. Press F3 to enter a new Special Product Group. 3. Fill in the Code and Description. To Assign Items to Special Groups: 1. Click LS Retail Back Office, Retail Item Card. The Retail Item Card window appears. 2. Click Item, Special Groups. 3. In the field Special Group select the special group. Repeat steps 3 to 5 for each special group you would like to assign to the item. Special Groups can be used in LS Retail Standard for the Retail Item Search, definition of station printing and as a filter on the POS Command DYNMENU. You can link a special group to an Item Hierarchy. This gives the option to see the special groups in the Sales History. Optionally you can decide in the LS Retail Back Office, Setup, Retail Setup, Sales History Tab to Include Special Groups. In that case you do not need to link it to a Item Hierarchy but still can see them in the Sales History. Special Groups can be assigned to Seasons and Events. 5.1 Item Attributes Item Attributes are used to assign any number of additional fields for items: Text, Numeric, Amount & Dates Lookups to Navision tables Lookups with pre-defined options Define valid input Define number of instances allowed per item, or unlimited pr. Item

114 They are used for filtering and lookups without extra development. Item Attributes are automatically added to items based on: Item Category Item Product Group To Set Up Item Attributes: 1. Click LS Retail Back Office, Setup, Item, Attributes, Attributes Setup. 2. Press F3 to enter a new Attribute. 3. Fill in the Code. 4. Set the other parameter as needed. To Assign Item Attributes to Item Categories and Product Groups: 1. Click LS Retail Back Office, Setup, Item, Attributes, Item Attribute Settings. 2. Select the Attribute Code and the Item Category and Product Group you would like to assign it to. Item Attributes are set automatically when item created based on item category or based on product group. Item Attributes can be created manually as well. The Item Attributes must be linked to item category or product group before. To Assign Item Attributes to an Item: 1. Click LS Retail Back Office, Retail Item Card. The Retail Item Card window appears 2. Click Item, Attributes. 3. To create an Attribute press F3. 4. To delete an Attribute press F4. Item Attributes are more flexible than Special Groups when it comes to specific configurations. They can be used in LS Retail Standard for the Retail Item Search. 5.2 Seasons A Season is used to group items together for merchandising purposes. A Season has a Starting Date and an Ending Date. A Special Group can be assigned to a season. The Season is used in the Retail Item Search and in a sales report by Season. You can populate promotions and discount offers with items from a season via a special group, making the item list for both easy to define. To Set Up Seasons:

115 1. Click LS Retail Back Office, Setup, Item, Groups, Seasons. 2. Press F3 to enter a new Season. 3. Fill in the Code and Description. 4. Select a Starting and Ending Date. 5. If required, select a special group for this Season. To Assign Items to Special Groups: 1. Click LS Retail Back Office, Retail Item Card. The Retail Item Card window appears. 2. On the Merchandising tab select the Season Code. 5.1 Events An Event could be for example an End-of-Season sale or a promotion of items for Easter. The Event has a starting date and an ending date. A Special Group can be linked to an Event. The promotion and discount offer allow importing items which are assigned to an Event and a report gives sales information for an Event. A Special Group can be linked to an Event. To Set Up Events: 1. Click LS Retail Back Office, Setup, Item, Groups, Events. 2. Press F3 to enter a new Event. 3. Fill in the Code and Description. 4. Select a Starting and Ending Date. 5. If required, select a special group for this Event. To Assign Events to an Item: 1. Click LS Retail Back Office, Retail Item Card. The Retail Item Card window appears

116 2. Click Item, Events. 3. In the field Event Code, select the Event. 4. Fill in a Comment if required. 5.2 Item Families Item Families are a basic item grouping mechanism to give the retailer a possibility for additional item grouping. To Set Up Item Families: 1 Click LS Retail Back Office, Setup, Item, Groups, Item Families. 2. Press F3 to enter a new Item Family. 3. Fill in the Code and Description. To Assign Item Families to an Item: 1. Click LS Retail Back Office, Retail Item Card. The Retail Item Card window appears 2. On the General tab you can select the Item Family Code. 5.3 Variant Framework Variants allow you to handle retail items that have up to 6 different variant dimensions. By assigning a unique barcode for each variant combination, you can scan in the barcode at the POS terminal and let the program find which variant of the item is being sold. You can therefore collect and view statistics of variant sales. When you have assigned barcode masks to Product Groups or items the program uses the barcode mask to generate barcodes automatically for each variant combination. This can be extremely useful if there are many variant dimensions possible as the combination increase greatly with added variant codes. Otherwise, the combinations will have to be manually assigned to each barcode representing a variant. When you have assigned a variant framework code to an Product Group you can create variants for the retail items in the Product Group. You can also assign a variant framework code to retail items and then create variants for retail items Variant Framework Codes Before you set up variant dimensions, variant framework codes must have been set up. To Set Up Variant Framework Codes: 1. Click LS Retail Back Office, Setup, Item, Variant Framework, Variant Framework Codes Setup. 2. Insert a Framework Code and fill in the description. 3. Select the Item Category and Product Group. 4. Fill in the Barcode Mask field in case you like to use the barcode mask. 5. Fill the other fields as needed Repeat steps 2 to 5 for each Variant Framework Code you want to set up. In the Variant Framework Combinations you define the combinations of Variant Dimension Base Values you like to use for the specific Variant Framework Codes. To Set Up the Variant Framework Combinations:

117 1. Click LS Retail Back Office, Setup, Item, Variant Framework, Variant Framework Codes Setup. 2. Click Settings, Combinations. 3. In the Code field select the Dimension Setups you like to have included in the combination. 4. In the sub-form you can see the Values, for example colors Variant Framework Base Values Base values for the variant framework can be values for size, color, style and others. To Set Up the Variant Framework Base Values: 1. Click LS Retail Back Office, Setup, Item, Variant Framework, Variant Framework Base Values. 2. In the Code field define the Base Value Code like COLOR, SIZE and STYLE. 3. In the Sub Form specify the Values like different colors, sizes and styles. 4. For colors you can see the color by clicking the AssistEdit button on the Color field. 5. The logical order allows resorting of the values Assigning the Variant Framework Before creating variants for retail items you must either assign a variant framework code to the Product Group the retail item belongs to, or assign the variant group combination to the item itself. If you want to create item variants for all items in a Product Group you should assign variants to the Product Group. When assigning the Product Group to the retail item, the item will inherit the variant group combination, which you can change if needed. To Assign a Variant Framework Code to Product Groups: 1. Click LS Retail Back Office, Setup, Item, Groups, Product Groups. The Product Group list appears. 2. Browse to the Product Group you want to assign a variant framework code for. 3. Click Product Groups, Card. 4. In the field Variant Framework Code select the required Variant Framework Code.

118 To Assign a Variant Framework Code to Product Groups to Retail Items: 1. Click LS Retail Back Office, Retail Item Card. The Retail Item Card window appears. 2. Browse to the retail item you want to assign a variant framework code to. 3. On the General tab in the field Variant Framework Code select the required Variant Framework Code Creating Variants A Variant combination is created for each item. Before creating variants you must either assign a Variant Framework Code to the Product Group the retail item belongs to, or assign the variant group combination to the item itself. To Create Variants: 1. When you assign the Variant Framework Code to a retail item, the system will guide you through the selection. 2. You can select the different Variant Dimension Values coming from the Variant Framework code. 3. The system will create Variants according to the selection and the Suffix / Sequence No. from the Retail Setup. 4. Optional you can follow this way: 5. Click LS Retail Back Office, Retail Item Card. The Retail Item Card window appears. 6. Browse to the retail item you want to assign a variant framework code to. 7. Click Item, Variant Framework, Functions, Register Defaults. 5.4 Units of Measure Before you start creating retail items you should set up units of measure codes, which you assign to retail items. You can set up an unlimited number of units of measure codes. To Set Up Units of Measure: 1. Click LS Retail Back Office, Setup, Item, Unit of Measure, Units of Measure. The Units of Measure window appears. 2. Fill in the Code and Description fields. 3. If you want the unit of measure to be the one the scale and barcodes use as a base unit of measure, place a checkmark in the Weight Unit of Measure field. To calculate the item price for a comparison unit, you need to set up comparison units of measure and the conversion factors between them. For example, to calculate kilogram price for an item that is sold in a 100g package, you need to set up the conversion factor between the unit of measure of the item and the comparison unit. When you have set up comparison units of measure, you can assign those to items and have the program calculate the item price for the comparison unit, for example, the kilogram price for an item that is sold in a 200 g package. Setting up comparison units of measure makes it possible to compare prices of items even if they are of varying quantities and units of measure. Once you have defined the conversion factor between one unit and other two units, that is, between A and B, and A and C, the program will automatically calculate the conversion factor between B and C. This saves you a considerable amount of work when setting up comparison units of measure. To Set Up Comparison Units of Measure:

119 1. Click LS Retail Back Office, Setup, Item, Unit of Measure, Comparison Units of Measure. The Comparison Units of Measure window appears. 2. Press F3 to enter a new comparison unit of measure. 3. Fill in the Code and Description fields. 4. Click Comp. Unit, Conversion, for a unit you want to use as bases for conversion. The Conversion window appears. Note that the program has automatically entered the conversion factor 1 between the chosen base comparison unit and itself. 5. In the Comparison Unit Code field, select a unit of measure. 6. Fill in the conversion factor in the Conversion Factor field, keeping in mind the equation: Base Unit = Comparison Unit * Conversion Factor. Repeat steps 5 and 6 for additional units you want to convert to the base unit. Once you have completed entering conversion factors between the base unit and the selected units, the program has created conversion entries and calculated conversion factors between each pair of the selected units. Example You have set up three comparison units, Liter, Milliliter and Centiliter. You first select Liter to set up its conversion values. The conversion factor between Milliliter and Liter is 1000 and the conversion factor between Centiliter and Liter is 100. When you have entered this information in the Conversion window for Liter, the program has already created a conversion value entry for Milliliter and Centiliter. If you later add another unit, like fluid ounces, you only need to set up a conversion factor with one unit, such as Liter. The program then calculates and creates entries for the other units connected with Liter. If the base unit is kilogram and the comparison unit is gram, the conversion factor is If the base unit is gram and the comparison unit is kilogram, the conversion factor is 0, Comparison Prices You can have the system calculate a comparison price for an item, based on a particular comparison unit of measure. This enables you to compare the prices of items that are sold in units of different size. To Calculate Comparison Prices: 1. Click LS Retail Back Office, Retail Item Card, the Retail Item Card window appears. 2. Browse to the item, for which you want to calculate comparison prices. 3. Click the Comp. Price tab. 4. Fill in the Base Comp. Unit Code field, by selecting the relevant comparison unit code. 5. In the Qty. Per Base Comp. field, enter the relevant quantity.

120 6. Fill in the Comparison Unit Code field, by selecting the comparison unit code you want to compare the base comparison unit to. The program automatically calculates the comparison price. From now on, when you change the unit price of the item, the program will update the comparison price accordingly. Please note that this is only valid for the item price on item card level which may not be the active sales price. Example A comparison price in kilograms for an item sold in 200 g units, at the price of 20, is 100. The kilogram price can than be compared with the kilogram price for other items. When you have calculated the comparison price for a retail item, you can print it on shelf labels. 5.5 Competitors You can set up competitors and register the competitor price for a specific retail item. To Set Up Competitors: 1. Click LS Retail Back Office, Periodic Activities, Retail Competitors. The Retail Competitors window appears. 2. Fill in the Code and Description fields. 3. Fill in other fields as needed. You can keep track of your competitors' prices of each retail item. You register the prices either from each retail item or from a competitor. You must register a competitor before registering competitor prices To Register Competitor Prices: 1. Click LS Retail Back Office, Periodic Activities, Retail Competitors. The Retail Competitors window appears. 2. Browse to the relevant competitor. 3. With a DrillDown in the Date of Last Price Check you can open the Competitors Ledger Entry list. 4. Fill in the Item No. field by selecting an item number. 5. Fill in the Date and Price fields. 5.6 Sections and Shelves To have access to sales information for sections and shelves, you need to assign sections and shelves to retail items or Product Groups. You can assign as many sections and shelves to an item or Product Group as you want. However, you can only get sales information for one section and shelf per item, unless you have a way of knowing at the POS terminals from which section and shelf the item was taken. If this is the case, you need to adapt this method to the LS Retail system. To Assign Sections and Shelves to Product Groups: 1. Click LS Retail Back Office, Setup, Item, Groups, Product Groups. 2. Click Product Groups, Card. 3. Browse to the relevant Product Group and click Prod. Group, Section Location. The Product Group Section Locations window appears. 4. Fill in the Store No., Section Code and Shelf Code fields. 5. For one, and only one of the section locations, place a check mark in the Shows Statistics field. The program will keep information of sales for the relevant Product Group for this section and shelf assignment only.

121 Repeat step 4 for each section and shelf you want to assign to the Product Group. Attention When you assign a Product Group to a Retail Item, the item will automatically have the same section and shelf location as the Product Group. You can adapt this assignment for each item. To Assign Sections and Shelves to Items: 1. Click LS Retail Back Office, Retail Item Card. The Retail Item Card window appears. 2. Click Item, Store Information, Section Locations. The Item Section Locations window appears. 3. If the Product Group the selected item belongs to has been assigned section locations the program has already copied the section location of the Product Group to the item. In that case, you can change the Section Code and Shelf Code fields as needed. 4. If the Product Group has not assigned section location, fill in the Section Code and Shelf Code fields. 5. For one, and only one of the section locations, place a check mark in the Shows Statistics field. The program will keep information of sales for the relevant item for this section and shelf assignment only. Repeat step 4 and 5 for each section and shelf you want to assign to the Product Group. 5.7 Retail Item Printing Retail Item Printing is functionality for label printing and extra printing. Labels are generated by using actions (or preactions if used for replication). The system scans the Action table for any data changes that require new labels to be printed. The system contains information about all labels needed in the future. Therefore you can order labels for both the beginning date of a periodic offer and at the ending date. Label orders are specific to each store, item, variant and unit of measure. New labels to print should be created on: Price change Comp. price change Description change (item or variant) Barcode change ( the one on the retail item card ) Label report change New variant added New unit of measure is marked to be printed The label reports in the system are for reference. If the item price is higher than you need to modify the report. The Extra Print Setup allows defining extra print texts like a warranty card or item care instructions. These texts can be assigned to items for printing on the OPOS POS printer Label Printing Basic Definitions Basic definitions for ordering and printing of labels are found at some places in LS Retail. Retail Setup, Labels tab

122 Store Card, General tab Retail Item Card, General tab Item Unit of Measure Card Item and Shelf Label Reports In order to print labels, you need to define and specify reports. The label reports in the demo system are for reference. If the item price is higher than you need to modify the report. For printing barcodes you need to have a barcode font. LS Retail does not provide you with any barcode fonts. To Set Up Shelf Labels and Assign Reports 1. Click LS Retail BackOffice, Setup, Labels, Shelf Label Reports 2. Choose the label reports and assign a Label Code to them. This code is the reference used in the system. 3. Specify the Report ID to define which report shall be used in order to print the label. To Set Up Item Labels and Assign Reports 1. Click LS Retail BackOffice, Setup, Labels, Item Label Reports 2. Choose the label reports and assign a Label Code to them. This code is the reference used in the system. 3. Specify the Report ID to define which report should be used in order to print the label Shelf Labels Before printing shelf labels, you must assign shelf labels to retail items. When you assign shelf labels to items, you can set up which shelf label report you want to use to print shelf labels for individual items. To Assign Shelf Labels to Items: 1. Click LS Retail Back Office, Retail Item Card, the Retail Item Card window appears. 2. Browse to the item you want to assign a shelf label report to. 3. Click Item, Text and Printing Setup, Shelf Label Setup. 4. Fill in the Store Group field by selecting the relevant store group. 5. Fill in the Label Code field. 6. If you like to have a different label type for printing promotion labels, then you can select another label code in the field Red Flag Label Code. 7. Fill in other fields as needed. To Print Shelf Labels: 1. Click LS Retail Back Office, Labels, Shelf Label Print. The Shelf Label Printing window appears. 2. Select a function to order labels. 3. Select the label code and print the label.

123 There are 4 functions for ordering labels: Create Needed Labels. Runs through the Action Table and checks if any data has changed that needs to be updated on a label. Create Shelf Labels by Item. Creates labels for items according to selected filter. Shelf Labels by Purch.doc. Creates labels from the lines by Purchase Document. Shelf Labels by Posted Purch.doc. Creates labels from the lines by posted Purchase Invoice. Attention When opening the Shelf Label Printing window, the system will check for labels to be generated Item Labels Before printing item labels, you must assign item labels to retail items. When you assign item labels to items, you can set up which item label report you want to use to print item labels for individual items. To Assign Item Labels to Items: 1. Click LS Retail BackOffice, Retail Item Card, the Retail Item Card window appears. 2. Browse to the item you want to assign an item label report to. 3. Click Item, Text and Printing Setup, Item Label Setup. 4. Fill in the Store Group field by selecting the relevant store group. 5. In the Label Code field select the relevant Label Code. 6. Fill in the other fields on the Item Label Setup window as needed. To Print Item Labels: 1. Click LS Retail Back Office, Labels, Item Label Print. The Item Label Printing window appears. 2. Select a function to order labels. 3. Select the label code and print the label. There are 4 functions to order labels: Create Needed Item Labels. Runs through the Action Table and checks if any data has changed that needs to be updated on a label. Create Item Labels by Item. Creates labels for items according to selected filter.

124 Item Labels by Purch.doc. Creates labels from the lines by not posted Purchase Document. Item Labels by Posted Purch.doc. Creates labels from the lines by posted Purchase Invoice. Furthermore item labels can be printed directly from: A Retail Purchase Order A Store Posted Purchase Invoice. Attention When opening the Item Label Printing window, the system will check for labels to be generated Label Quick Print from the Retail Item Card Shelf and Item Labels can be printed straight from the Item Card. In both cases the system opens ma form showing what will be printed after the setup on the item. You can modify the records, change the quantity, delete or add as you wish. To print just click Print and all labels on the form will be printed. Note that this can also be done from the Item Search card Extra Prints You can assign extra prints of receipts for given retail items. In order to assign extra prints you must first have to set up extra prints. For further reference on extra print setup refer to chapter 2. To Assign Extra Print Setup to Retail Items: 1. Click LS Retail Back Office, Retail Item Card. The Retail Item Card window appears. 2. Click Item, POS, Extra Print Setup. The Extra Print Setup window appears. 3. Fill in the Setup ID field, by selecting an extra printout setup from the POS Print Setup List window. 5.8 Scenarios for Gypsy Fashion Retailers The Gypsy fashion retailers are opening a chain of fashion boutiques in London as an addition to their boutiques in Liverpool and Lancaster. At the same time they are implementing the LS Retail NAV for their boutiques in London which includes using existing data from their old system in Liverpool and Lancaster. The Gypsy boutique concept is to have many small locations in fashionable parts of London, but not necessarily in the most expensive areas, which means that the distance between them is considerable and that effects the inventory management. All locations are small with only one up to three POS terminals in each boutique and constant access to the company s warehouse that has limited space. They have build up and extremely flexible selection of relatively low priced fashion clothes (prêt-a-porter) and clothes from young designers that are willing to sell their products at affordable prices. The Gypsy fashion boutiques pride themselves in having an outstanding selection of clothes and new clothes in the boutiques at least twice a week but only few in each size and style. This calls for effective distribution. The first step to take is to go to the core feature that is covered in Chapter 2: LS Retail Back Office, Setup, Retail Setup, the Retail Setup card is displayed. After the card has

125 been filled in the aftermath is mostly straight forward but there are a few things that are of special interest for the Gypsy chain. For each different item there is a procedure that has to be followed and the aim is to maintain the stocks with as little effort as possible using barcodes effectively. Tools that enable good inventory setup and management are essential for this. Ms. Lilith Romero is the computer specialist of the Gypsy-chain and has put a lot of effort into planning how to use the LS Retail NAV system to the utmost to meet the demands of the store managers who do not tolerate much delay when they are selling the latest fashion that they claim will change tomorrow. The Gypsy boutique in Kilburn is the first boutique Lilith sets up in the LS retail system in London. They also sell cold real fruit drinks in bottles to keep the customers inside for a bit longer. The Gypsy boutiques plan to use the option Open to Buy to keep as wide selection as possible in the warehouses without taking up too much space there. Right now they are building up a body of knowledge regarding the sales and using old data to use the information there. By using last year s information effectively with a possibility of constant revision, the Open-to-Buy option is one of their most important tools. The data from the old system in Liverpool and Lancaster is entered into Excel document (with the increases of sales expected in each boutique, 1.2) and then used in the Open-to-Buy until the actual sales figures from the first months are available. Then Open-to-Buy is used to compare the data imported from the Excel document to the actual sales. For the items sold in the first Kilburn boutique Lilith has to do the following: Set up Item Division, a feature that is optional but used for Open-to-Buy and some reports that the Gypsy fashion retailers are planning on using in the long run to have good overview over their fast expanding business. Item Categories are one of the mandatory features and defines the broadest of the categories that the items are divided into. At the Gypsy boutiques there are only a few categories the main being: Clothes, Shoes and Accessories all belonging to the Item Division Nonfood and Beverages that are part of the Food Item Division. She also uses the Rental option since the Gypsy boutiques have a limited selection of bridal dresses for rent. Product groups are next in line and the groups Lilith uses are Women s, Young Women s, Teens, Fruit juices and Soft drinks.

126 Variants. It is possible to have up to six combinations of variants for each item regarding colors, sizes, style and temperature (for instance hot and cold). 5.9 Questions Inventory Management 1. What task do you need to set up in the General Ledger of Microsoft Dynamics NAV before setting up inventory in LS Retail? (a) Posting Groups. (b) Special Groups. (c) Events. 2. What are the six mandatory tasks in inventory setup in LS Retail that you must to enter before you can run the system? (a) Setting up Units of Measure, Item Categories, Product Groups, Price Groups; Creating Retail Items and Registering Item Prices. (b) Setting up Item Distribution, Units of Measure, Item Categories, Product Groups, Price Groups and Creating Retail Items. (c) Setting up Item Distribution, Item Categories, Product Groups, Price Groups, Item Attributes and Creating Retail Items.

127 3. When you assign a Product Group to a Retail Item the Item will automatically have: (a) The same section and shelf location as the Product Group and you cannot adapt this assignment for each item, because it will stir up the numbering. (b) The same section but not necessarily the same shelf location as the Product Group. (c) The same section and shelf location as the Product Group and you can adapt this assignment for each item.

128 6 Price Management 6.1 Objectives The objectives for this chapter are Giving overview and examples of the Price management within LS Retail NAV Making the user able to use the Price management s deals and promotional offers effectively 6.2 Basic Information The pricing of retail items can be effectively controlled from LS Retail. Prices are either determined from the back office or from the POS terminals. You can sell items at different prices to selected customers or in individual stores. You can set up promotions or periodic offers, meaning periodic price changes or discounts on varied combinations of items and put specific items, product groups, item categories, variants or even all items on sale for a period of time. You can use additional item prices that act as different sales prices for specific stores, allowing you to price items totally store dependent. To register additional prices for pricing at the point of sale, you use retail price groups and item prices. LS Retail supports store coupon endorsing. You can use store coupons as a tender type or for triggering Mix & Match offers. You can learn about setting up coupons in Chapter 7 Barcode Management Back Office Determined Prices Store Specific Prices Each store or group of stores can have a specific price for defined items. You use retail price groups and item prices for this purpose. Retail prices can have a starting date and ending date. Promotions Promotions are price changes defined for specific periods like offers of the week, seasonal offers, sale and so on. A Promotion defines the active price and can be store dependent. Deals A Deal is a type of item combination which has one price for the complete combo. The Deal is not an automatic discount but the cashier or waiter has to select it specifically on the POS. A Deal can contain items and PLU Menus for selecting additional items. It is used, for example, in cases of a combo like Hamburger with a selection of French Fries or Potato Wedges and a soft drink. It could be used as well for example to sell a watch where the customer can select which strap he or she likes but where all the combinations have one set price. Discount Offers Chapter 1 127

129 Discount offers are working on top of the standard price by giving discounts for special periods. They can be store depended. Similar to Promotions the periods can be defined by date and time which allows happy hour sales. Multibuy You can register store dependent quantity discounts with a specific validation period Mix and Match You can register a store dependent Mix and Match group offers in several way with multiple or the same item, product group or variant. You can either have percentage or amount discounts with a specific validation period. Variant Defined Prices Retail items can have variants like colors, sizes and styles. Each combination of these is represented with a unique barcode. You can set up prices for each variant combination. This allows for example selling a large shirt for a higher price that a small shirt. Unit of Measure Defined Prices Retail Items can have different units of measure. You can have different prices for each unit of measure for the item. This allows for example selling a six pack for a different price than 6 x the single item. Infocode Defined Prices You can set up specific discounts in an Infocode like for staff discounts, which prompts the POS terminal cashier. You can for example let the cashier select one of a number of prices POS Terminal Defined Prices and Discounts These are the item prices determined when running the POS terminals: Line Discount You can give a line discount of an item, either as an amount or as a percentage. Total Discount Chapter 1 128

130 You can give a discount of a number of items, either as an amount or as a percentage. Price Change You can run a function that overrides the price of an item. Keying in Price If prompted for, you can key in the price of an item. This is set up on the retail item Rules of Priority in Price Calculation: The system can give prices for registered customers and common retail customers. When an item is sold to a registered customer, the system looks for any Sales Price valid for that customer. The system will then compare this price to the Retail Price (which a Retail Customer would get) and activate the lower price. There are two ways to trigger this comparison: 1. If a customer has been selected at the beginning of the transaction, the system will compare the prices when Total is pressed on the POS. 2. If the customer has not been chosen, the system will do the calculation when the customer has been selected via the Customer tender type. Attention Line Discounts are taken into account when calculating Customer Sales Price. Customer Sales Prices can also be based on quantity. The calculation of the customer specific price works as Microsoft Dynamics NAV Standard. This can result in discounts on the POS which do not look as expected but are correct. Example: Retail Price for store 1 is 1,18. Price on the item card is 1,30. Customer line discount is 10%. When selling to this customer the system finds the customer price of 1,30 since the price of 1,18 is a retail price for the store 1. It gives 10% discount on 1,30 = 0,13 or an item amount of 1,17. The POS has a retail price of 1,18 and an item amount of 1,17 so shows 0,85 % discount. Chapter 1 129

131 The system looks for the valid retail price of an item in the following order: 1. Active price, this is the best price coming from promotions, the item price incl. VAT in the retail price table or the item price including VAT from the item table. 2. Periodic discounts, that is; discount offer, mix & match offer, multibuy offer prices are always selected if triggered. The base price for periodic offers is the active price. An item can be in many discount offers with a priority mechanism controlling the prices. The periodic discounts are calculated on top of the active price. 3. The cashier has to key in a price. When the system has selected the price of an item, the cashier can additionally give discounts on the POS terminal. Attention When the Base Unit of Measure of an item is not the same as the Sales Unit of Measure it is important to know that the POS system uses the Base Unit of Measure for pricing an item. 6.3 Price Groups In order to have additional item prices at the point of sale you need to define price groups. When you register additional item prices for an item, you assign price groups to the retail item. You can assign a number of price groups to an item. To register additional prices you use price groups and item prices. A price group includes information about the store group in which the price is valid and the VAT Business Posting Group (Price). The link to the store group is used for the distribution of the data. When you have set up price groups you must assign those to the stores they are valid in, and set up the price group levels to define the priority of the price group in the Store. The Default Priority in the Retail Price Group is used as the default but can be changed in the Store Price Groups. In the Retail Setup you can define a default price group. If you decide to do so, creating an item will create a retail price for the default price group that has the price from the retail item card. Changing the price on the retail item card will update this retail price and vice versa. Please note that specific settings in the retail price line like start- or end date, unit of measure, variant code etc. will prevent the system from updating the price. To Set Up Price Groups: 1. Click LS Retail - BackOffice, Setup, Item, Retail Price Groups. The Retail Price Groups window appears. 2. Fill in the Code field. 3. Fill in the Store Group to define the group of stores you like the price group to be valid in. 4. Fill in the VAT Business Posting Group (Price) and mark the price group as Retail Price Group. 5. In the Default Priority you can define the priority value that the price group shall have in the store. 6. Fill in other fields as needed. Chapter 1 130

132 To use additional item prices at stores, you must assign price groups to the stores. Since you can assign more than one price group to each store, you need to assign priorities to the price groups assigned to the store to define the precedence of the price groups in the store. The program uses the price group levels to find the price group to use at the POS terminals according to rules of priority, where a price group with a higher level has more priority than a price group with a lower level. If the program does not find a valid item price after checking all valid price groups in level order, it sends the normal unit price, that is, the price shown on the retail item card. To Assign Price Groups to Stores: 1. Click LS Retail - BackOffice, Setup, Store Card. The Store Card window appears. 2. Browse to the relevant store and click Store, Store Price Groups. The Price Group window appears. 3. Fill in the Price Group field by selecting a price group. 4. If using more than one price group at the store, check the Priority field. Repeat steps 3 and 4 for each price group you want to assign to the store. Attention Price Groups are often called Retail Price Groups which are Customer Price Groups marked with the parameter Retail Price Group. This mark is used for filtering purposes. 6.4 Price Registration For each retail item you want to give additional prices at the POS terminals you must enter the item prices through use of a price group. Before you register additional item prices, you must create a retail price group (assigned to the relevant store(s)) that the additional price will be assigned to. To Register Item Prices by Retail Price Groups: 1. Click LS Retail - BackOffice, Retail Item Card, the Retail Item Card window appears. 2. Browse to the relevant item and select the Pricing tab. 3. Fill in the Sales Code field by selecting a price group from the Customer Price Groups window. 4. Fill in the Unit Price incl. VAT field. 5. If required, fill in the Starting Date and Ending Date. Empty Starting Date and Ending Date make the price valid immediately and without ending. Repeat steps 3 and 4 for each price group you want to assign to the item. Chapter 1 131

133 You can register Item Prices for the same Sales Code with different dates, for example to register future prices. Attention Promotions overrule Item Prices by Retail Price Groups when they are for the same settings like date, store group, Unit of Measure and Currency Code. The promotions don t create lines in the Item prices. Retail items can have different variants e.g. for sizes, colors and styles, each combination represented with a unique barcode. You can set up prices for each variant combination. To Register Price by Variants: 1. Click LS Retail - BackOffice, Retail Item Card, the Retail Item Card window appears. 2. Browse to the relevant item and select the Pricing tab. 3. In order to have the variant code on the form you need to activate it. For that you select in the menu bar View, Show Column and place a checkmark in front of Variant Code. 4. Fill in the Variant Code field by selecting an item variant. 5. Fill in the Unit Price incl. VAT field. Repeat steps 4 and 5 for each variant of the item you want to register a price for Price per Unit of Measure Retail Items can have different units of measure. You can have different prices for each unit of measure for the item. This can for example be useful when selling one beer and a six-pack of beers at different unit prices. To Register Price by Unit of Measure: 1. Click LS Retail - BackOffice, Retail Item Card, the Retail Item Card window appears. 2. Browse to the relevant item and select the Pricing tab. 3. Fill in the Unit of Measure Code field by selecting a unit of measure. 4. Fill in the Unit Price incl. VAT field. Repeat steps 3 and 4 for each unit of measure of the item you want to register a price for. Attention When the Base Unit of Measure of an item is not the same as the Sales Unit of Measure it is important to know that The LS Retail POS system uses the Base Unit of Measure for pricing an item Price per Currency Retail Items can have different prices in different currencies. This is useful when having a head office in one country and stores in different countries. To Register Price by Currency: 1. Click LS Retail - BackOffice, Retail Item Card, the Retail Item Card window appears. 2. Browse to the relevant item and select the Pricing tab. 3. In order to have the currency code on the form you need to activate it. For that you select in the menu bar View, Show Column and place a checkmark in front of Currency Code. 4. Fill in the Currency Code field by selecting a currency. Chapter 1 132

134 5. Fill in the Unit Price incl. VAT field. Repeat steps 4 and 5 for each unit of measure of the item you want to register a price for. Attention Defining a currency is not necessary and should not be done when the store is in the same country as the system where you set up the prices is working in. The local currency in Microsoft Dynamics NAV is Code Empty. The currency of a store is defined on its store card. The price mechanism filters on the currency code. Please note as well that the VAT settings in the country of the headoffice are most likely different from the ones in the country where the store is. Therefore you should create special price groups with the country specific VAT Business Posting Group (Price) in it. 6.5 Promotions Promotions are periodic prices which are considered as building the active price. A price group defines the stores in which the promotions are valid. By selecting a price group, the promotion can be valid in specific stores. You can set up promotions for items, product groups, item categories and all items. For single items you can select specific item variants. Before you set up periodic offers, you must set up periods when the offers are valid. Then you can assign validation periods to periodic offers. For more information please refer to the Periodic Offers. To Create Promotions: 1. Click LS Retail - BackOffice, Offers, Promotion. The Promotion window appears. 2. Press F3 to create a promotion. 3. Fill in the Description, and Price Group fields. 4. In the Disc. % from Std. Price field, insert the discount % given by default. If you want to set limits on the validation period for the offer; On the Validation Period tab fill in the Disc. Validation Period field to determine the validation period for the offer. 5. On the Store Group tab you select the store groups where the promotion shall be distributed to. 6. In the offer lines, fill in the Type field to determine if the offer is valid for an item, a product group, a item category or all items 7. In the No. field, select the required number according to the Type. 8. If needed, change the default value in the Disc.% field. 9. The standard use of a promotion is to define an Offer Price Including VAT. 10. If you want to activate the promotion now, press Enable button. Repeat steps 6 to 9 for item or item group you want to include in the discount offer. There are 4 different options to get items into a promotion from a promotion card: Filling in the promotion lines manually Getting items into a promotion by Functions. Get Items, Get Items. This will open a report request form in which you can set filters on the items and some options. Getting items into a promotion by Functions. Get Items, Get Items (Event Links). This will open a report request form in which you can set filters on the event/items and some options. Getting items into a promotion by Functions. Get Items, Get Items (Special Groups). This will open a report request form in which you can set filters on the special groups/items and some options. Chapter 1 133

135 Attention The Price Group on a promotion defines in which stores the promotion shall be valid. The Store Groups define to which stores the promotion shall be distributed. In order to get the correct result you should make sure that the groups contain the correct stores. 6.6 Deals The Deal is not an automatic discount but the cashier or waiter has to select it specifically on the POS. A Deal can contain items and PLU Menus for selecting additional items. It is used in for example in cases of a combo like Hamburger with a selection of French Fries or Potato Wedges and a soft drink. It could be used as well for example to sell a watch where the customer can select which strap he or she likes but where all the combinations have one set price. To Create Deals: 1. Click LS Retail - BackOffice, Offers, Deals. The Deal window appears. 2. Press F3 to create a deal. 3. Fill in the Description, and Price Group fields. 4. In the field Deal Price fill in the price for the Deal 5. In the deal lines, fill in the Type field to determine if the offer is valid for an item or a PLU Menu. 6. In the No. field, select the required number according to the Type. 7. The PLU Menu shall contain the items that can be selected by the customer 8. If you want to activate the deal now, press Enable button. 6.7 Periodic Offers You can set up three types of periodic offers in LS Retail: Discount Offer Multibuy Discount Mix & Match Besides this you can trigger specific prices by inserting coupons into mix and match offers. Before you set up periodic offers, you must set up periods when the offers are valid. Then you can assign validation periods to periodic offers. You can limit the validation period from a date to a date, to specific days of the week, to times of the day, or to a combination of these limiting factors. If you do not set up a discount validation period and assign it to discount offers, the discount offers are always valid. To Set Up Discount Validation Periods: 1. Click LS Retail - BackOffice, Setup, General, Discount Period Setup. The Discount Period Setup Card window appears. 2. Fill in the ID and Description fields. 3. If you are setting up a validation period, valid at all times, you should not fill in more fields 4. If you want to set limit on the start and ending date of the periodic offers, fill in the Starting Date and Ending Date fields. Notice that if you take out the checkmark in the Date within Bonds field, the offers are valid not within but without the starting and ending date and time. 5. If you want to set limit on the weekdays the offer is valid, fill in the relevant fields for each tab with a name of a weekday. Chapter 1 134

136 6. For something like happy hour you can define Starting Time and Ending Time. In case the Ending Time is after midnight, set the parameter Ending Time After Midnight Discount Offers You can sell retail items at a discount price for periods of time by including them in discount offers. You can also sell all retail items in selected product groups, item categories or all items with a percentage discount by including them in discount offers. In the discount offer lines you can select different item variants and unit of measures. To Create Discount Offers: 1. Click LS Retail - BackOffice, Offers, Periodic Discounts, Discount Offer. The Discount Offer window appears. 2. Press F3 to create a new discount offer. 3. Fill in the Description, and Price Group fields. 4. In the Disc. % from Std. Price field, insert the discount % given by default to the items and/or item groups in the offer. 5. On the Store Group tab you select the store groups where the promotion shall be distributed to. 6. If you want to set limits on the validation period for the offer; On the Validation Period tab fill in the Disc. Validation Period field to determine the validation period for the offer. 7. In the Priority field you define the priority of the discount offer against other periodic offers with one or more of the same items. 8. In the offer lines, fill in the Type field to determine what the offer line is valid for. 9. In the No. field, select the required number according to the Type. 10. If needed, change the default value in the Disc.% field. 11. If you want to activate the offer now, press Enable button. Repeat steps 7 to 9 for item or item group you want to include in the discount offer. There are 4 different options to get items into a discount offer from a discount offer card: Filling in the discount offer lines manually Getting items into a discount offer by Disc.Offer, Get Items, Get Items. This will open a report request form in which you can set filters on the items and some options. Getting items into a discount offer by Disc.Offer, Get Items, Get Items (Event Links). This will open a report request form in which you can set filters on the event/items and some options. Chapter 1 135

137 Getting items into a discount offer by Disc.Offer, Get Items, Get Items (Special Groups). This will open a report request form in which you can set filters on the special groups/items and some options. Attention Once you have set up a periodic offer, you need to change its status from Disabled to Enabled in order for it to be valid at the POS terminals. If the POS terminals are online the items belonging to this group will have the offer active as soon as the offer has been enabled. If the POS terminals are not online the new unit prices will be valid as soon as replication of the enabled offer has taken place. You can change the status from disabled to enabled, and back to disabled as many times as needed. A periodic offer cannot be changed while its status is enabled. You can delete a disabled discount offer, but you must be aware of the consequent loss of statistical information. The Price Group on a periodic offer defines in which stores the promotion shall be valid. The Store Groups define to which stores the periodic offer shall be distributed. In order to get the correct result you should make sure that the groups contain the correct stores. An item can be only part of many different periodic offers. The Priority on the periodic offer defines the priority level in case the POS finds more than one active offers for an item Multibuy Discount Offers Multibuy discounts function like quantity discounts in LS Retail. You can either define a new unit price or a percentage discount when a certain number of items have been sold, and set a further discount with an increasing number of items. When you set up multibuy discounts, you can assign multibuy discount groups to retail items. To Create Multibuy Discounts: 1. Click LS Retail - BackOffice, Offers, Periodic Discounts, Multibuy Discount. 2. Press F3 to create a new multibuy offer. 3. Fill in the Description and Price Group fields. 4. On the Store Group tab you select the store groups where the promotion shall be distributed to. 5. In the Discount Type field select if the offer triggers a new unit price, or a discount. 6. If you want to set limits on the validation period for the offer; On the Validation Period tab fill in the Disc. Validation Period field to determine the validation period for the offer. Chapter 1 136

138 7. In the Configuration tab, fill in the Min. Quantity to determine the minimal quantity needed to trigger the multibuy offer. 8. Fill in the Unit Price/Disc.% field with either the new unit price or the discount given, according to the option selected in the Discount Type field on the General tab. 9. In the item list fill in the No. of the item which shall be in the Multibuy. 10. If you want to activate the offer now, press Enable button. Repeat steps 6 and 7 for each range of minimal quantity you want to add to the multibuy offer. Repeat step 9 for each item that you want to add to the multibuy offer Mix and Match Offers Retail items, product groups and variants, can be included in mix & match offers to allow discounts when buying a specific quantity and/or combination of goods. An example of a mix & match is a group of four items, two different types of soda, a bag of potato chips and one candy bar, where the customer gets the candy bar for free if he or she buys one of either types of soda and the bag of chips. When you set up a mix & match group, you need to define how the discount should be configured and choose the items, item groups or variants, which are included. This involves setting the price or percentage discount, finding a descriptive name and setting up how many items are needed for the discount to take effect Types of Mix & Match Offers There are three types of Mix and Match Offers: A certain number of items in the mix & match offer are sold for the price or discount defined by the group as a whole, the total price or discount is always the same. Each item in the mix & match group has an individual discount or a deal price applied if a certain number of the item is sold, the total price varies depending on which item is sold. The least expensive constituent line of the mix & match group is free, enabling you for example to give a two for the price of one discount. Other percentage values are possible as well. To Create Mix & Match Discounts: 1. Click LS Retail - BackOffice, Offers, Periodic Offers, Mix & Match. The Mix & Match window appears. 2. Press F3 to create a new mix & match offer. 3. Fill in the Description and Price Group fields. 4. On the Store Group tab you select the store groups where the promotion shall be distributed to. 5. On the Configuration tab, select the Discount Type by setting one of the RadioButtons to determine the discount type. Chapter 1 137

139 6. If you want to set limits on the validation period for the offer; On the Validation Period tab fill in the Disc. Validation Period field to determine the validation period for the offer. 7. In the offer lines, in the Type field, select the Item or Product Group you want to include in the offer. 8. Fill in the No. field. 9. In the field Variant Code you can select a specific variant for an item. 10. Enter the necessary information in each line, for example determining, in the Line Group field. You can set up different line groups by doing a Lookup on the Line Group field. For a better overview you can assign colors to the line groups. 11. In the No. of Items Needed field you define how many items are needed to fulfil the Mix&Match. 12. If you have selected the discount type Line spec. for the Mix&Match, you can set the discounts or prices per line. 13. If you want to activate the offer now, select the Enable option in the Status field on the General tab. 14. If you want to activate the offer now, press Enable button. Repeat steps 7 to 12 for each variant, item or product group you want to include in the mix & match offer. 6.8 Testing Offers It is possible to test Promotions, Discount offers, Multibuys and Mix&Match within the Back Office. This allows checking whether the offer gives the expected result without running a POS. The offer testing runs a virtual POS from the Back Office that follows the price mechanism at the real POS. To Test the Offer from the Promotion Card: 1. Click LS Retail - BackOffice, Offers, Promotion. The Promotion window appears. 2. The testing works on any promotion, you do not need to select a specific one and the testing check the full price mechanism. 3. Click Functions, Test Offer. 4. In the Price Check Card you can select customer, item and quantity as well as store number, POS terminal number and staff. 5. Press Submit. The testing of offers works similar from the discount offer, the mulibuy and mix&match card. Chapter 1 138

140 6.9 Retail Campaigns By using Retail Campaigns the retailer can define a of offers Deals, Promotions, Discount Offers, Multibuys and Mix & Matches - that are valid within the same validation period frame. To Create a Retail Campaign: 1. Click LS Retail - BackOffice, Offers, Retail Campaign. The Retail Campaign window appears. 2. Press F3 to create a new Retail Campaign. 3. Fill in the Description of the Retail Campaign 4. On the Validation Period tab choose the Validation Period for the set of offers that you like to have included in the Retail Campaign. The system then checks the validation periods of the related set of offers against the validation period of the retail campaign. 5. In the retail campaign lines you can select the different offers now by the Offer Type which can be Deal, Promotion, Discount Offer, Multibuy or Mix&Match. Then select the Offer Number. 6. As an alternative you can import offers to the lines by click Function, Get Valid Offers. 7. On the tab Pages you can insert the different pages according to an advertisement. 8. Then you assign the pages to the offers on the Offer tab Infocode Discounts An Infocode Discount is a type of discount that is triggered by an Infocode. The most common use of the Infocode Discounts is to give staff or employee discounts. The Infocode discount is based on Microsoft Dynamics NAV Customer Discount Groups and therefore needs a known customer on the POS. For staff/employee discount each staff member needs to be a customer in Microsoft Dynamics NAV or you would define a general customer Employee. To Define a Customer Discount Groups to be an Infocode Discount Group 1. Click Administration, Application Setup, Sales&Marketing, Customer Disc. Groups 2. In the list with the customer discount groups select an existing one or create a new one. Mark it with Infocode Discount Group. 3. Setup a Standard Sales Line Discount. 4. Link the Sales Line Discount to the required items. Chapter 1 139

141 To Link the Infocode Discount Group to an Infocode 1. Click LS Retail POS, Infocodes, the Infocode Card appears. 2. Create an Infocode for your Infocode Discount. 3. Set Type Of Input to be SubCode. 4. Click Infocode, Subcodes. 5. Define a Subcode and set Trigger Function to be Discount Gr. 6. On the Trigger Code select the Infocode Discount Group which you have configured before. 7. Link the Infocode to the required customer. Attention You may have Periodic Discount Offers such as Discount Offers, Multibuy or Mix&Match that might have the lowest price so you do not want to give additional staff or other Infocode Discount. In this case you can disable the Infocode Discount to come on top of the Offer by setting the parameter Disable Infocode Discount within the Offer. This option is not available for Promotions or Deals Coupon Handling LS Retail supports two types of coupons, Manufacturer Coupons and Return Coupons. Manufacturer coupons are issued by the manufacturer of a product in order to increase sales and product awareness. These coupons are commonly printed on container boxes for the products or in newspapers and magazines. Once accepted the manufacturer owes the store the coupon amount. A return coupon is a coupon that is issued at the POS in order to encourage the customer to return to the store. The coupon is usually in the form of some sort of discount or payment. These coupons can be triggered at the end of sale Coupon Issuer The Coupon Issuer is either a manufacturer or the retailer. To Create a Coupon Issuer: 1. Click LS Retail Back Office, Coupons, Coupon Issuer, the Coupon Issuer Card appears. 2. Create a Coupon Issuer by pressing F3 and entering the Coupon Issuer Code. 3. If the Coupon Issuer is a manufacturer, select the vendor in the field Vendor Number. 4. Select the Default Type as Manufacturer Coupon and fill in the other header fields as needed. 5. In the Coupon Issuer Lines you can define the relation of a Coupon Header to Items, Product Groups, Item Categories or all items. On item level you can select a variant code and an UOM as well. 6. If the Coupon Issuer is the retailer, you leave the field Vendor Number blank. Select the Default Type as Return Coupon and fill in the other header fields as needed. Chapter 1 140

142 6.9.3 Coupon Header 1. Click LS Retail Back Office, Coupons, Coupon, the Coupon Header Card appears. 2. Create a new Coupon by pressing F3. 3. Select the Coupon Issuer and define the Coupon Reference No. 4. On the Validation Period tab you can select the period for which the coupon is valid. 5. For Return Coupons you can define the rules for issuing the coupon on the Issuing tab. 6. For Manufacturer Coupons you can select the item, product group, item category or all items for which the coupon applies Coupon Tender Type Payment with Coupons is done by using a tender type of the function Coupon. For setting up tender types please refer to chapter 3.9, Tender Types Price Reduction on Items by Using Barcodes For some retailers it is necessary to be able to reduce the price of an item based on specific reasons such as the approaching expiry date of the item, new package for the same item, minor defects of the item etc. In these cases some pieces of the same items have a reduced price while others have the normal price. In order to identify items with a reduced price, a new barcode must be printed Different price by Barcode It is not possible to assign a price directly to a barcode. A link between the retail price and the barcode is the Item Unit of Measure. It can be assigned to both sides and therefore give a different price per barcode. This is the same procedure for having a different price of 6 single items or an item sixpack. The major difference is that the item unit of measure quantity per unit of measure for a sixpack is six while for a different price per barcode the quantity is one Discount by Barcode In order to give a discount based on a barcode, it is necessary to define a barcode mask for a barcode with price in barcode and create a barcode accordingly. Details about this procedure can be found in chapter 7, Barcode/PLU Management. Chapter 1 141

143 When the barcode has been created you can open the barcode list for the item at LS Retail Back Office, Retail Item Card, Item, Barcodes, Barcode List, and define a Discount % on the barcode Scenario 1 French Film Festival in the fall Hollywood Movie Group also participates in Film Festivals when films from different countries are shown at a discount that often is supported by the embassies of the countries that are being promoted. A French film festival is planned in the fall of Cary Sörensen is again working on this promotion plan. He sets up a discount validation period from September 1 st to the 15 th. He goes to the LS Retail Back Office, General, Discount Period Setup. The Discount Period Setup Card window is displayed. He fills in the ID and Description fields. Then he has to define the period that the offer applies to, the 15 days in September using the Starting Date and the Ending Date. Chapter 1 142

144 6.14 Questions Price Management When you are selling an open item category sale at which level are statistics retained? 1) Item level 2) Item Category level. 3) At both Item level and Item Category level. What does linking items mean when items are sold? 1) Connected items are sold together, bottle and soda drink or bed and mattress. 2) When an item is sold the salesman can offer you to buy another linked item. 3) You are offered to buy more than one item of the same kind. What do you need to do before you set up variant dimensions? 1) Set up Variants. 2) Set up Variant Framework Codes. 3) Set up Dimensions. Chapter 1 143

145 7 Barcode Management 7.1 Objectives The objectives for this chapter are Explaining the use of Barcodes and Barcode masks in LS Retail NAV Information on creating inhouse barcodes 7.2 Basic Information LS Retail supports barcodes/plus for several features. You can use barcodes for purchasing and selling items, and variants, for registering staff, for issuing and endorsing gift cards and vouchers. You may need to register retail items, either by using standard barcodes or by using inhouse barcodes. The LS Retail system supports both. It also provides support for: Barcode creation Barcode checking Creating barcodes manually can be a lot of work and can cause errors. In many cases, the program can make the task of entering barcodes for items easy and faultless. The steps you must carry out when setting up barcodes are as follows: Order Task Standard Barcode Support Mandatory 1 Setting Up Barcode Mask Characters If used Setting up Barcode Masks for Inhouse 2 Barcodes If using inhouse barcodes 3 Define Barcode Checking If barcode checking is used 4 Entering Barcodes/PLUs for Retail Items Yes If using barcodes for 5 Entering Barcodes for Retail Variants variants Barcodes often have a fixed structure, like the EAN standard barcodes. If you set up barcode check for a product group, the program can detect errors in the input, and also simplify the task of creating barcodes for each item in the product group. For example, if you are using EAN standard barcodes, with modulus check digit as the last digit, the system can automatically check the validity of the barcode input, and if necessary calculate and correct the check digit. The LS Retail system supports four standards of barcode checking: Chapter 1 144

146 EAN 13 EAN 8 UPC-A UPC-E If you are using your own EAN license number for creating barcodes, you can register the license number in the EAN License No. field in the Retail Setup window Inhouse Barcodes You can set up barcode checking for inhouse barcodes; that is, barcodes created and used in one company only. It is recommended to use a fixed structure for inhouse barcodes, using a specific barcode mask and a check digit. Whether a fixed structure is needed for inhouse barcodes depends on the settings of the scanners on the POS terminals. Some scanners only validate barcodes with a specific format and check digits. The LS Retail POS system supports input from scanners that read in the whole barcode number and check the barcode's check digit. When setting up barcodes and barcode masks you should be aware of the settings of the scanners the system will be using. 7.3 Barcode Masks To be able to create barcode masks for items and product groups, you must set up barcode mask characters. Barcode mask characters are alphabetical letters that make up a barcode mask. When the program generates a barcode from the input typed in as barcode and uses its barcode mask as guide, it replaces the characters in the mask with the appropriate numbers or checks that the input corresponds to the type of mask character. If an item barcode mask contains a number series, the program can automatically generate barcodes for the item to represent all combinations of variants. To Set Up Barcode Mask Characters: 1. Click LS Retail Back Office, Setup, Item, Barcode, Barcode Mask Characters. 2. In the Character Type field, select what the character should signify. 3. In the Character field, enter the character you want to use. 4. In the Comment field, you can enter an instructive comment on the use of the particular barcode mask character. (The barcode mask characters are fixed values.) Repeat steps 2 to 4 for each barcode mask character you want to set up. Chapter 1 145

147 You can also set up barcode mask characters by using default data creation. Attention There are thirteen types of barcode mask characters you can set up for item barcodes: Item No.; representing the item number Any No.; representing any digit in the barcode created Check Digit; representing the check digit in a fixed format barcode mask Coupon Reference; a reference number to a coupon EAN License No.; representing an EAN license number in a barcode mask Price; representing price in barcode Quantity; representing quantity and weight in barcode Employee: to specify employee numbers Customer: to specify customer number Data Entry: representing data entry numbers Number Series: to specify a number series for creating barcodes Lot No.: Serial No.: To Set Up Barcode Masks: 1. Click LS Retail Back Office, Setup, Item, Barcode, Barcode Mask Setup. The Barcode Mask Setup window appears. 2. Press F3 to create a new barcode mask. 3. In the Type field, select a type representing the barcodes created by the mask, for example, the Item option. 4. Lookup in the Mask field to define the barcode mask, the Barcode Mask Setup Card window appears. 5. Fill in the Description field. 6. Fill in the Type field. If setting up a barcode mask for retail items, you select the Item option. 7. Fill in the Prefix field, with any value according to EAN standard. 8. Now you must fill in the lines, which are split up in segments. Fill in the Segment No. field, the first line should have segment number 1, the second, segment number to and so on. 9. Fill in the Segment No. field, the first line should have segment number 1, the second, segment number to and so on. 10. In the Type field select the type of the segment you want to include in the Barcode Mask. 11. In the Length field insert the number of characters you want to have in the segment. 12. For special types like Price or Quantity define the number of decimals. Repeat steps 8 to 11 for each segment you want to set up. Remember to keep the latest segment free for a check digit, with the type Check Digit and the length 1. Chapter 1 146

148 7.3.1 Inhouse Barcodes You can set up barcode creation and checking inhouse barcodes, that is, barcodes created and used in your company only, for example for the registration of items, customers barcode numbers, and coupon numbers. It is recommended to use a fixed structure for inhouse barcode, using a specific barcode mask and a check digit. Whether a fixed structure is needed for inhouse barcodes depends on the settings of the scanners on the POS terminals. Some scanners only validate barcodes with a specific format and check digits. The LS Retail POS system supports input from scanners that read in the whole barcode number and check the barcode's check digit. When setting up barcodes and barcode masks you should be aware of the settings of the scanners the system will be using. If you choose to use a barcode mask for items with variants, you can let the program generate the barcodes by using a number series. If you do not use barcode masks for item variants, you need to type in the barcode for each variant combination; that is for all possible variant combinations, for example size, color and style. It is therefore recommended to use barcode masks for item variant barcodes. To Set Up Barcode Masks for Inhouse Barcodes: 1. Click LS Retail Back Office, Setup, Item, Barcode, Barcode Mask Setup. The Barcode Mask Setup window appears. 2. Press F3 to create a new barcode mask. 3. In the Type field, select a type representing the barcodes created by the mask, for example, the Item option. 4. Lookup in the Mask field to define the barcode mask, the Barcode Mask Setup Card window appears. 5. Fill in the Description field. 6. Fill in the Type field. If you are setting up a barcode mask for retail items, you select the Item option. 7. Fill in the Prefix field. All inhouse barcodes should have the prefix 02 or 99 to comply with the EAN13 standard. Inhouse Barcodes with price or quantity/weight are usually EAN13 barcodes with prefix Chapter 1 147

149 8. Now you must fill in the lines, which are split up in segments. Fill in the Segment No. field, the first line should have segment number 1, the second, segment number to and so on. 9. In the Type field select the type of the segment you want to include in the Barcode Mask. 10. In the Length field insert the number of characters you want to have in the segment. Repeat steps 8 to 10 for each segment you want to set up. Remember to keep the latest segment free for a check digit, with the type Check Digit and the length 1. Chapter 1 148

150 Example Attention Here are some examples of how to set up inhouse barcode masks. Before reading the examples you might want to get familiar with the possible barcode mask characters. 02NNNNNNNNNNM This is an EAN 13 barcode mask to take a number from a number series, including the check digit. 27IIIIIPPPPPM This is an EAN 13 barcode mask with the price included in the barcode. 28IIIIIQQQQQM This is an EAN 13 barcode mask with the price included in the barcode. 20NNNNNPPPPPM This is an EAN 13 barcode mask to take the number from a number series and the price included in the barcode. It can be used to define barcodes for price reduction. 99LLLLRRRPPPM This could be a barcode mask for a coupon including the coupon reference and the price. The barcode mask characters for price and quantity are not used in the barcode creation functionality. For barcodes that contain price or quantity/weight please follow the instructions given under Standard Barcodes Barcodes usually follow standards, like the EAN standard barcodes. The LS Retail system supports four standards of barcode creation and checking: EAN 13 EAN 8 UPC-A UPC-E If you have your own EAN license number and are creating barcodes in your business, you must register the license number in the EAN License No. field in the Retail Setup window. To Set Up Barcode Masks for Standard Barcodes: 1. Click LS Retail Back Office, Setup, Item, Barcode, Barcode Mask Setup. The Barcode Mask Setup window appears. 2. Press F3 to create a new barcode mask. 3. In the Type field, select the Item option. 4. Define the barcode mask in the Mask field. The Barcode Mask Setup Card window appears. Chapter 1 149

151 5. Fill in the Description field. 6. Fill in the Type field. If setting up a barcode mask for retail items, select the Item option. 7. Fill in the Prefix field. You must set up the prefix according to the standards you are using. 8. Now you must fill in the lines, which are split up in segments. Fill in the Segment No. field, the first line should have segment number 1, the second, segment number two and so on. 9. In the Type field select the type of the segment you want to include in the Barcode Mask. 10. In the Length field insert the number of characters you want to have in the segment. Repeat steps 8 to 10 for each segment you want to set up. Remember to keep the latest segment free for a check digit, with the type Check Digit and the length 1. Attention These are some standards for the Prefix field when setting up EAN 13 barcodes: 20: for inhouse barcodes with individual number like item number and check digit 21-24: for barcodes including price (individual item no.) 25+26: for barcodes including item number and number of units (pieces) 27: for barcodes including price (item no. from the GS1 organization) 28: for barcodes including weight (individual item no.) 29: for barcodes including weight (item no. from the GS1 organization) 99: for coupon barcodes For further information about barcode standards: Barcode Checking If you want to use barcode checking, for example for checking inhouse barcodes, created and used in your company only, then you must place a checkmark in the Use EAN Standard Barc. field for each product group you want to check barcodes for. If you are using standard barcodes EAN 8, EAN 13, UPC-A and UPC-E, or inhouse barcode mask with the prefix 02 and the length 13, the system can automatically check the validity of the barcode input, and if necessary, calculate the check digit and convert the input into a standard EAN barcode. You can set barcode checking up for up for retail product groups. It is important to set up the barcode checking for the product group before you assign to it the appropriate retail items. You can also change or add a barcode mask at retail item level To Set Up Barcode Checking: 1. Click LS Retail Back Office, Setup, Item, Groups, Product Groups, the Product groups window appears. 2. Browse to the product group, for which you want to activate barcode checking. 3. Click Product Groups, Card. 4. Place a checkmark in the Use EAN Standard Barc. field if the barcodes for the items that belong to the product group should generally follow the EAN standard for barcodes. The program will copy this field into the Use EAN Standard Barc. field for the items you assign to this product group. 7.5 Barcode/PLU Registration You can register a barcode/plu for a retail item, which will represent the item at the POS terminals. If you are using variants and a barcode mask has been set up for the item or the product group, you can let the system create barcodes automatically. To Enter Barcodes/PLUs for Retail Items: 1. Click LS Retail Back Office, Retail Item Card. The Retail Item Card window appears. 2. Browse to the desired item. Chapter 1 150

152 3. Click Item, Barcodes, Barcode List. 4. Press F3 to enter a new barcode for the item. 5. In the Barcode No. field, enter the item barcode. 6. If you want this Barcode/PLU number to be shown in the Barcode No. field in the Retail Item Card window and the Retail Item List window, place a checkmark in the Show for Item field. If no barcode number has this field check marked, the program automatically shows the item barcode with the lowest number on the retail item card and retail item list for the item. Repeat steps 4 to 6 for each barcode you want to assign to the item. For barcodes that contain the price or weight you must set up a barcode mask as described above. Then you have to enter the know part of the barcode which is prefix and item number followed by zeros up to 13 digits. The system will detect that you insert a barcode that contains the price or weight and will allow the check digit 0. To Enter Barcodes Including Price or Weight: 1. Click LS Retail Back Office, Retail Item Card. The Retail Item Card window appears. 2. Browse to the desired item. 3. Fill in the Product Group Code field by selecting a product group that has a checkmark in the Use EAN Standard Barc. field. 4. Click Item, Barcodes, Barcode List, the Item Barcodes window appears. 5. Fill in the Barcode No. field with a barcode number, 13 digits long, 6. In the following confirmation window, click Yes to confirm that you want to have the barcode checked against the EAN standard. Attention Since Microsoft Dynamics NAV allows item numbers of type code but EAN 13 barcodes can only contain numbers, the item number in the barcode does not need to match the item number of the item. The system will detect the item by the link of the barcode Registering Items with Different Units of Measure In the LS Retail NAV POS you have the option to select a unit of measure for an item. This way is very flexible but not the most convenient option. Using barcodes give you the option to assign a unit of measure to a barcode so the registration of that barcode points to the unit of measure. Example: Attention An item is sold as a single bottle and as a six pack. With barcode 1 for a bottle and barcode 2 for a six pack, registering a barcode automatically gives the required unit of measure. For different prices per unit of measure and therefore per barcode please refer to Ch. 6, Price Management The combination of item with different item unit of measure by quantity 1, price with unit of measure and barcode with unit of measure is used for price reduction of specific items Variant Barcodes If you choose to use a barcode mask for items with variants, you can let the program generate the barcodes necessary to represent the different variants. If you do not use 0barcode masks for item variants, you need to type in the barcode for each variant Chapter 1 151

153 combination; that is for all possible combinations. It is therefore recommended to use barcode masks for item variant barcodes. To Enter Barcodes for Variants: 1. Click LS Retail Back Office, Retail Item Card. The Retail Item Card window appears. 2. Browse to the item, for which you want to enter barcodes. Make sure that the item has variant framework code, otherwise it will not have any variants automatically. 3. Assign the Variant Framework Code to the item. 4. The system will assign the barcode mask linked to the Variant Framework Code to the item automatically. 5. The system will create variants and barcodes. When not using barcode masks for variant barcodes it is possible to type in the barcode for each item variant combination and assign variants to it. To Enter Barcodes for Variants not Using Barcode Masks: 1. Click LS Retail Back Office, Retail Item Card. The Retail Item Card window appears. 2. Browse to the relevant item. 3. Click Item, Barcodes, Barcode List. 4. Press F3 to enter a new barcode for the item. 5. In the Barcode No. field, enter the item barcode. 6. In the Variant Code field, select the required variant code 7.6 Scenario Barcodes Used for Gypsy Boutiques Using barcodes is a key issue for the Gypsy boutiques in London. They are creating barcode masks for the products. The barcode masks are made from barcode mask characters consisting of alphabetical letters. The characters are replaced by numbers when the barcode mask is used to create barcode for items that are entered the system. Ms. Lilith Romeo sets up Barcode the Barcode Mask Characters that each signifies certain part of the information that the barcode consists of such as price, quantity, employee number and number series that the barcode mask refers to if that is relevant. Each character is defined separately and as she finds out in the LS Retail NAV manual there are thirteen types of barcode masks that she can set up. She looks up the details in the Barcode Mask Characters window. The path is: LS Retail Back Office, Setup, Item, Barcodes, Barcode Mask Characters. Chapter 1 152

154 To create Barcode Mask the predefined characters are used to define Barcode Mask so for instance barcode with number series, EAN Lic. (R-BARC05) can be 82LLLLLNNNNNM where the Ns stand for the five numbers in the number series, the Ls stand for the EAN Lic and the M is a check digit. The numbers at the front are can have different meaning in the EAN system, some are preserved for internal use and others refer to countries amongst other. 7.7 Questions Barcode Management What four standard barcodes does the LS Retail system support? 1) EAN 13 EAN 8 UPC-A UPC-E 2) DUN 14 EAN 8 UPC-A UPC-E 3) EAN 13 EAN 8 UPC-A EAN 5 Chapter 1 153

155 8 Store Management 8.1 Objectives The objectives for this chapter are Handling Statements and other important parts of the End-of-day procedure Making use of the Dashboard 8.2 Basic Information At some point, all transactions from the POSs must be calculated and posted into General Ledger, whether the posting takes place in each store, or the head office. Depending on whether the closing method of the store is Date and Time or Shift you define the intervals between calculating and posting statements. You must either create and post one statement per shift if the closing method is Shift or you can post a statement at user defined intervals, for example one statement a day, if the closing method is Date and Time. 8.3 Summary of the End of Day Procedures Following is a summary of the end of the day procedures in a typical supermarket Close POS Terminals If declaring tender on the terminal, perform a tender declaration on each POS terminal before closing. Attention There is no functionality to close the POS Terminals since there is no technical need for it. The tender declaration on the POS can be done more than once a day. The POS Z-Report is not necessary to close the POS Create Statement You can either create a new statement for the store, or use an existing statement that has not been posted Calculate Statement The program calculates the turnover per tender type according to the statement method. If declaring tender on the POS terminals the program uses tender declarations from the POS terminals as counted amount, and calculates the difference between the transaction sales amount and actual counted amount in each tender type. When you calculate a statement, the program does the following: 1. It deletes all existing statement lines for the statement. 2. It marks all unmarked transactions included in the time frame or work shift of the statement with the statement number. 3. It calculates the total tendered amounts from the transactions and inserts the results into the statement lines. Chapter 1 154

156 If the Statement Method is Total, it creates a line for each tender type in the transactions. If the Statement Method is Staff, for each staff member it creates a line for each tender type in transactions performed by the staff member. If the Statement Method is POS Terminal, for each POS terminal it creates a line for each tender type in transactions performed on the POS terminal. There is no limit on the amount of times an unposted statement can be calculated. Thus you can create a statement at any time and calculate it repeatedly to have an overview of the total sales at all times. If you are using the closing method Date and Time, you can change the time limit to include transactions over a longer period Clear Statement If you have already calculated a statement and either want to delete the statement or change the time period for it, you first have to clear the statement. Clearing a statement results in taking the statements marking of the transactions included, so the transactions can be calculated again in the same or other statements. If not declaring tender on the POS terminals, enter counted amounts where necessary. Post the store statement or leave it for posting later. The posting setup must be correct and counted amounts filled in for posting to take place successfully Post Statement When you have created and calculated the statement, you need to fill in the calculated amount for each tender type that needs calculation and has not been declared on the POS terminals. Then you can post the statement. 8.4 Statements You use a statement to calculate the amounts in all transactions that have been created since the last store statement and register the counted tender types. The statement includes transaction for the period in the statement or for the currently open work shift. When all the necessary information is there, all counted amounts have been registered, the statement is ready to be posted. To Create Statements: 1. Click LS Retail BackOffice, Statements, Open Statement. Chapter 1 155

157 2. Press F3 to create a new statement. 3. In the Store No. field, enter the relevant store number. 4. If needed, fill in the Trans. Starting Date and Trans. Ending Date fields. 5. Fill in other fields as needed Calculating Statements When you have created a statement you need to calculate it. Then you can calculate the tender types needed or recalculate the tender declared on the POS terminals. Depending on the Statement Method set up in each store, the calculation creates statement lines, either for each staff member, POS terminal or for all POS terminals and staff members. There is no limit on the amount of times an unposted statement can be calculated. If you are using the closing method Date and Time, you can change the time limit to include transactions over a longer period. If you have already calculated a statement and either want to delete the statement or change the time period for it, you first have to clear the statement. To Calculate Statements: 1. Click LS Retail BackOffice, Statements, Open Statement. 2. Browse to the relevant statement. 3. Click Functions, Calculate Statement. 4. When prompted with a message, click Yes. After you have calculated the statement you can see the number of posted or unposted sales entries. Whether a sales entry is already posted or not depends on the setting in the POS Functionality Profile. When the POS is set to Automatic Stock Update, the sales entries are already posted an only the financials entries are still unposted Re-declaring Tender in Store When you have declared tender on the POS terminals you might want to change the tender declaration in the store. To Re-declare Tender in Store: 1. Click LS Retail-BackOffice, Statements, Open Statement. The Open Statement window appears. 2. Browse to the relevant statement. 3. For the statement line you want to change the tender declaration for, click the Counted Amount field. The Cash Declaration window appears. 4. Fill in the new tender declaration for the statement lines, for the relevant coins and notes. For each combination of a coin/note and a default amount select the quantity of the coins/notes in the Qty. field. 5. You can see the results of the re-declaration in the bottom line marked as Total. 6. When you have re-declared, click OK Accepting Statements The posting of Statements can be done either in the Store or at the Head Office. The decision where to post the statements depends on several factors. Among those factors are: Chapter 1 156

158 Whether the store has its own store database or the store user works online in the Head Office database. Whether the store user should post the statement or a Head Office user should do so. The cost calculation method. The number of concurrent users working at the Head Office. Accounting rules and requirements The most common way of posting the statement is to do it in the Head Office database. To reduce the workload in this place, the statement can be created and calculated in the store. When the store staff, for example the store manager, has finished filling the statement with the counted amount he can accept the statement. This acceptance is a function which is available on the open statement when running it from the LS Retail - Store Menu. The parameter Only accept Statements on the Store Card, Statement/Closing tab defines whether the statement can be accepted only or posted. This does not influence the statement when opening it from the LS Retail - Back Office menu Posting Statements In order to post calculated statements into the G/L ledgers, item ledgers, customer ledgers, VAT ledgers and other related tables, posting groups and G/L account links must be properly set up for items, accounts, stores and tender types. Before posting a statement, the Counted Amount field must be filled in for all statement lines. To Post Statements: 1. Click LS Retail - BackOffice, Statement, Open Statement. 2. Browse to the relevant statement. 3. In the statement lines, fill in the Counted Amount field, in the statement lines where the field is empty. 4. If tender has been declared on the POS terminals and you want to re-declare tender, you can click the Counted Amount field to Re-declaring Tender in Store. 5. On the Transaction Status tab, check if any errors have been reported in the relevant transactions and fix those errors if needed. You must respond to transaction in the Items/Barc. Not on File and Trans. on Wrong Shift fields. 6. Click Functions, Post Statement, Yes. 7. In case you prefer to post only sales entries you can click Functions, Post Sales Entries, Yes. In this case only the sales entries will be posted and you can post the rest of the statement later. Chapter 1 157

159 Attention When posting statements you might get a message of not enough stock for an item(s). This happens when: 1. An item you are posting inventory entries for has a Bill of Material and a checkmark has been placed in the Explode BOM in Statem. Posting field for that item. 2. The number of items on inventory for the item registered in BOM has reached zero in the store. In this case you might want to increase the number of relevant items on inventory. Attention When you block a customer or an item, it will not be in effect on the POS terminals until after the next time this information is replicated into the POS terminal databases. The blocked items and customers can be viewed from the Open Statement window. When you post, the program will temporarily unblock the item or customer while the posting takes place, therefore, you do not need to act upon blocked items or customers before posting. Attention When you use serial numbers on the POS, the POS has the option to sell on a nonexisting serial number. This is necessary to be able to sell items that have been shipped but the receiving is not posted yet or items that just have an incorrect serial number. Posting in Microsoft Dynamics NAV is not possible if the item is with serial number and the serial number does not exist. Therefore you need to check and correct serial numbers before you can post the statement. In the Statement Form, Button Statement, you have a function to correct serial numbers. 8.5 Receipts You can reprint all receipts printed on the POS terminals in your store. Chapter 1 158

160 To Reprint Receipts in Store: 1. Click LS Retail - POS, Transaction Register. The Transaction Register window appears. 2. Browse to the relevant transaction and click Print, Print Copy. 3. For the Detailed Receipt report, select either Print or Review. 8.6 Dashboards A store dashboard is the tool of choice for a store manager for a single-screen overview of what is going on in his or store. At the head office it is possible to see the dashboards of all the stores as far as the information is available. The store dashboard can be found under LS Retail - Store Manager, Store Dashboard. The list of store dashboards at the head office can be found under LS Retail - Back Office, Dashboard, Store Overview Dashboard. Information given in the store dashboard is grouped into the following groups: Outbound Inbound Other The groups provide information about: Item information. Sales Statements Transactions POS Picking Documents Purchase Orders Transfer Orders Stock Requests Receiving Documents Label Printing Worksheets Chapter 1 159

161 Within the groups, further details show for example documents that needs the attention of the store manager. Examples: Under Statements the store dashboard shows the number of open statements for the store and the date of the oldest open statement. Under Receiving Documents the information shows unposted receiving documents. When you drill down on the field that shows the number of open documents, you can get a list of those document and from there process them. A colour code alarm shows how important it is to work on the documents. The colours used are green, yellow and red. The level can be defined under the Dashboard Alarms. To Define Dashboard Alarms: 1. Select LS Retail - BackOffice, Setup, Dashboard, Dashboard Store Alarms. 2. Select your store and the dashboard alarm code. By a lookup on the field Code you can find the description for the alarm. 3. Whether the alarm is for the store dashboard or the store overview, can be selected in the field Type. 4. The color is specified under Severity. 5. The trigger for the alarm is defined in the field Value. Depending of the type of information this can be number of records/documents or a date parameter. 6. It is possible to define different levels of alarm for the same code Example: If the number of labels that need printing is higher than 20 the alarm would show in yellow but if the number is higher than 50 the alarm would come in red. It is possible to make the store dashboard the main form for a store manager. You can assign it to the retail user. To Set the Store Dashboard as Start Menu for a Retail User: 1. Select LS Retail - BackOffice, Setup, Retail Users. 2. For the retail user who is store manager select the form , Store Dashboard as the Main Menu ID. 8.7 Scenario End of a Long Day at the City Supermarket Chapter 1 160

162 The opening hours of the City Supermarket in Budapest are from 5 o clock in the morning until midnight. It is located all of the city of Budapest and sells a wide selection of food and cosmetics. Their LS Retail NAV is used for all activities at the end of the day. Ms. Pernille Nagy is closing down the City Supermarket near Gellert Hegy in Buda. Ms. Nagy has to follow the usual procedure when closing down the supermarket which includes declaring tender on each of the supermarket s POS terminals before closing. Although this can be done more than once a day at the City Supermarket this is only done at midnight. The POS s of the supermarket are not closed. What she does next is to: Create new statement for the store. Calculate statements. Then the program calculates the turnover per tender type according to the statement method which is the City Supermarkets is by Staff. Since the tender declarations are used from the POS terminals as counted amount and therefore the difference between the transaction sales amount and actual counted amount are calculated for each tender type. When Pernille sets up the LS Retail NAV for a new supermarket she checks that the program goes through all the steps needed to calculate statements and deletes all the existing statement lines for the statement, marks all unmarked transactions of the statement with the statement number included in the work shift for each member of the staff and calculates the total tendered amounts from the transactions and inserts the results into the statement. Calculated statements are cleared. Then the statements marking are taken of the transactions included. Then the transactions can be calculated again in the same or other statements. The store statements are posted right away and if there are complications in the posting the posting setup is checked to see if it is correct and it is also made sure that the counted amounts are filled in. 8.8 Questions Store Management 1. Which methods of closing and how many are offered in LS Retail NAV? (a) One, Date and Time. (b) Two, Shift and Date and Time. (c) Three, Shift, Date and Time and Flexible. 2. What functionality is used to close the POS Terminals? (a) None. (b) POS Z-report. (c) It is defined on the Closing tab in the POS client. 3. How many times can you calculate an unposted statement? (a) Once. (b) Three times. (c) There is no limit on the amount of times it can be calculated. 4. Where can the posting of Statements be done? (a) In the Store or at the Head Office. (b) Only at the Head Office. (c) Either at the Head Office or in all Stores at the same time. It is configured in the Open Statement card. Chapter 1 161

163 5. When you block a customer or an item when will it be in effect? (a) Immediately with no exceptions. (b) Time is set on the Open Statement card and it has to be decided whether you unblock the customer and/or item while posting the statements. (c) After the next time this information is replicated into the POS terminal databases. The program will temporarily unblock the item and/or customers while the posting takes place. 6. The list of store dashboards at the head office can be found under LS Retail Back Office, Dashboard, Store Overview Dashboard. Information given in the store Dashboard is grouped into the following groups: (a) Outbound and Inbound. (b) Outbound, Inbound and Other. (c) Outbound, Inbound and Pending. Chapter 1 162

164 9 POS Management 9.1 Objectives The objectives for this chapter are Overview over the POS Making the user able to create the POS menus Getting acquainted with the POS terminology Using the POS effectively 9.2 Basic Information In the first section you will be introduced to some terms used to describe the POS terminal. It is assumed, that on the POS you are running while following this document, the DEMO hardware profile, the interface profile PPOS and the TOUCHDEMO visual profile from the demonstration database is selected for the POS terminal you are running. Also you should be using the DEMO functionality profile in your local store. Therefore, all screenshots and terms on POS terminal keys are similar to these profiles. Attention: Please note that the way the POS commands are configured and placed on the menu in the Demo profiles, are just examples to help you to understand how the LS POS works. You can set up and configure the POS menus in different ways to fulfill the customers needs. 9.3 Terminology Chapter 1 163

165 Logon Menu The Logon menu is the one that comes up when you start the so called POS Client. It is used to log on the cashier and can be used to log off from the POS Client. When you press the LS Retail Logo and the Logon button you can log on. Main Menu In this chapter an example of a touch screen menu with menu keys is used for demonstrating. On all menus the menu part that holds the buttons is called POS Main Menu. When referring to certain setup of buttons on the POS main menu, the terms are written in bold, capital characters, for example TOTAL. Start Menu The Start menu window appears when you have logged on the POS terminal. On the Start menu you choose the mode of the transaction; that is if you want to carry out a sale, refund, training, various tender operations or other functionality. By pressing START or registering the first item via item number or scanning of a barcode, the POS terminal goes into in sales mode. On all POS menus there are two lines with messages and information from POS to the user called POS Information Lines. In the Start menu you can see that the information line contains the message New Transaction. In the image, you can also see the POS Input Line, where you for example insert the number of the item you are selling. Chapter 1 164

166 Sales Menu On this menu you insert all sales on the POS terminals and select sales actions. The window appears when you have pressed START or when you have inserted an item number. In the so called Journal you can see the sold items. Refund Menu On this menu you can select items a customer wants to refund. The window appears by pressing REFUND on the Start menu. The complete transaction is regarded as a refund. The balance (in orange) shows that the customer will get money back, a kind of change. Chapter 1 165

167 It is also possible to void an existing transaction by going to the transaction list and select a sales transaction to be refunded. Payment Menu On this menu you insert the payment for a sale and select a tender type. This window appears when you have pressed TOTAL on the Sales menu. With the button BACK you can go back to the Sales menu. Note that in the Card functionality is implemented by LS Retail s partners each according to the rules and regulations in their area. Chapter 1 166

168 Lookup Menu On Lookup menus you can search for and select an item, customer, staff member, variant, infocode, sale or a suspended sale. 9.4 Various Operations The functionality of the different operation can be different depending on setup and configuration. POS commands must be assigned to buttons in order to be used Training Mode When you are learning how to use the POS terminal it can be of use to turn the POS into training mode. Then, all transactions created on the POS terminal will have the entry status Training and will not be included in statements. Turning POS to Training Mode: 1. On the Start menu, press TRAINING. 2. You must press TRAINING again to be able to create valid transactions on the POS terminal Logon & Logoff Before you can use the POS, whether you are a cashier or manager, you must log on. When you leave the POS you must log off. To Log On and Off POS Terminals: 1. On the Logon menu, press LOGON. 2. In the POS Logon window, enter your username and password. You can also use the scanner or the MSR to identify the cashier. If your store uses work shifts, you also have to fill out the identity of the work shift you are logging into. 3. To log out of POS, press LOGOFF on the Start menu. The program will log you off without closing the POS terminal. 4. This logoff only logs off the cashier but not the user. It goes back into the Logon menu. Chapter 1 167

169 Attention If the program is set to automatic logging off, the user is automatically logged off a user after a specified time during which there has been no till activity. The program may be set up to log off immediately after each transaction or after a specified time of inactivity. In order to leave the POS form the LOGOFF in the Logon Menu can be used. Depending on the setup there are some options on the effect: Close Form Close Application Logoff Windows Shutdown Windows Shutdown and Poweroff None The Logoff Function is set at LS Retail - POS, Profiles, Functionality Profiles on the Staff & Logon tab. Attention Close Form, Close Application, and Logoff Windows are not recommended since they might open the system for the user. Logoff Windows, Shutdown Windows and Shutdown and Poweroff are not recommended since it is not possible to replicate data into and from the POS terminal in that case. In case you are using a checkout scale, the LOGOFF button is not available Lookup Menus On the Lookup menus, you have several ways of searching for an item, customer, tender type, variant, infocode, sale or a suspended sale. Depending on if you have a keyboard or what you know of the line you are searching for, you choose the optimal way of searching. Chapter 1 168

170 To Search in Lookup Menus: 1. In a Sales or Refund menu, press LOOKUP. 2. In the Lookup menu you can choose to view the first or last lines, one page up or down by pressing relevant keys on the POS menu bar. However, if you know more of what you are searching for, press SEARCH 3. In the POS Input line, insert the criteria you want to look for by. 4. If you want to look for the line by number, select BY NUMBER on the On the POS menu bar. If you want to look for the line by description, select BY NAME. 5. If you do not have a keyboard on the POS terminal you can run the soft keyboard by pressing KEYBOARD. The program will mark the line closest to the search criteria. To select the line, press OK Run Objects The POS might be set up to run objects, for example forms or reports, that do not appear as menus. To Use a Run Object you activate it by pressing a single menu key or a fixed key with the relevant term Printing On POS you can print an invoice (invoice document style) for any sale on a particular POS terminal that has not been purged. To Print Invoices: 1. On the Start menu press TRANSACTIONS. 2. On the Transactions lookup menu, search for the relevant transaction. 3. Insert the invoice into the printer. 4. Press PRINT INVOICE. The program will print out an invoice which is a POS transaction printed on the document station of the POS printer. You can reprint receipts for any sale on a particular POS terminal that has not been purged. Chapter 1 169

171 To Reprint Receipts: 1. On the Start menu press TRANSACTIONS. 2. On the Transactions lookup menu, search for the relevant transaction. 3. Press PRINT COPY. 4. The program will print a copy of the receipt. Attention In order to print the invoice you need a POS printer that supports this feature Infocodes For some POS terminal prompts that appear in the POS message lines you may have to select a response from a list of predefined inputs. To Respond to Infocodes with Predefined Inputs: 1. When the system prompts you with a predefined input by the message Input required in a POS message line, you can press LOOKUP. 2. Select an input. 3. Press OK. Selection of the predefined input might have some effects on the sale, for example by changing the price of the selected item. 9.5 Sales Actions Selecting Items by Preset Keys The POS terminal can be set up to have preset keys for selecting a particular item. To sell an item by a preset key, simply press the key with the item description. Chapter 1 170

172 9.5.2 Variants If you do not scan in the barcode for items with variants you will be asked to select a variant manually by a message in the POS message lines. To Select Variants Manually: 1. Select an item. 2. When prompted by Key in variant code in the POS Message lines either search the item on the Variant Lookup menu or insert the variant number Quantity Items Entering quantity of items can be used for selling a number of identical items as well as for inserting weight of weighted items manually if you are not using a scale or the weight is not included in the barcode. To Select the Quantity of Items: 1. In the POS Input Line, insert the number of items. It is possible to sell fractions of items by entering a decimal point when keying in the quantity figure Keying in Price For certain items you might have to key in the price. Chapter 1 171

173 To Select Items with Keying in Price: 1. Select the item. The program prompts you with the message Key in Price in the POS message line. 2. Insert the amount in the POS Input line and press ENTER Periodic Offers On the POS terminals you can sell periodic discount offers, that is: Mix & Match, Discount or Multibuy Offers. To sell periodic offers, select the items and number of items as usual. When the number of selected items adds up to a discount offer you will see an extra sales line with information of the offer being triggered. If colors have been set up for discount offers the relevant lines will have a distinguishable color Income & Expense Accounts On the POS terminal you can post entries into accounts without selling an item. This way you might for example be paying for maintenance from the POS terminal. To Invoice into Income or Expense Accounts: 1. In the Sales menu, insert the amount to be paid into the POS Input Line. 2. On the POS Menu Bar, press the relevant key representing the income/expense account. 3. The program will insert a sales line with the relevant description and amount. 9.6 Voiding, Suspending and Refunding Voiding You can void a sales line and cancel a whole transaction on the POS terminals. Any sales line can be voided. To Cancel a Transaction: 1. On the Payment menu, press Void All. Chapter 1 172

174 To Void a Sales Line: 1. On the Sales menu, press Void Line Suspending You can suspend and retrieve a sale on the POS terminals. This feature is often called receipt parking. To Suspend a Sale: 1. In the Sales menu, press TOTAL. 2. In the Payment menu, press SUSPEND. 3. The POS prints a stub with the suspended transaction number on it. To Retrieve a Suspended Sale: 1. In the Start menu press SUSPENDED. 2. In the Transactions lookup menu select the suspended transaction you want to retrieve and press RETRIEVE. 3. Finish the sale as normal Refunding You can refund a sale or item(s) on the POS terminals. To Refund an Existing Sale: Chapter 1 173

175 1. In the Start menu press TRANSACTIONS. 2. In the Transactions lookup menu, search for the relevant transaction (See: Using Lookup menus). 3. Press VOID. The program will insert the refunded sale into the sales lines and turn to refund mode. 4. In the Refund menu, press TOTAL. Then finish the refunded sale as normal. To Refund Items(s): 1. On the Start menu, press REFUND. The POS terminal turns to refund mode. 2. Insert the number of the item(s) you want to refund in the POS input lines. 3. On the Refund menu, press TOTAL. Then finish the refunded sale as normal. Attention When refunding, the system is in refund mode, you cannot refund an item within a sale. You can refund a given amount of weighed items, by weighing the items again when refunding. 9.7 Price Checks and Changes Checking Item Prices You can check the price of an item. To Check Item Price: 1. In the Sales menu press PRICES & DISCOUNTS (when that has been set up, otherwise use the corresponding buttons in the Sales menu). 2. Press CHECK 3. Select the item and press ENTER 4. The program will show the price of the item in the POS message lines Discounts If you have the privileges, you can give a line discount on all sales lines. To Give Discount of Sales Lines: 1. Mark the line you want to give line discount for. Chapter 1 174

176 2. In the POS input line, insert the amount or discount % you want to give. 3. Press either LINE DISCOUNT % or LINE DISCOUNT AMOUNT. 4. The program will insert the line discount for the relevant sales line. If you have the privileges, you can give a total discount on a sale. To Give Total Discounts: 1. Press TOTAL on the Sales menu to enter the payment menu. 2. In the POS input line, insert the amount or discount % you want to give 3. Press either Total Discount % or Total Discount Amount. 4. The program will insert a line for the total discount given Price Changes If you have the privileges, you can sell an item at a price different to the price set up for the item. To Change Prices: 1. Select the line for the item you want to change price for 2. In the POS input line, insert the new price. 3. Press CHANGE PRICE. Chapter 1 175

177 9.8 Payment Actions To Pay with Cash: 1. In the Payment menu, for an exact payment; press CASH. 2. For a part-payment or overtendering insert the amount and press CASH. To Pay with Checks: 1. In the Payment menu, for an exact payment; press CHECK. 2. For a part-payment; type in the amount tendered and press CHECK. The check validation number is prompted for. 3. Either swipe the check card or type in the card validation number and press ENTER. 4. If prompted, type in the expiry date (mmyy) and press ENTER. You are prompted to insert the check. 5. In case you have check printing defined, first insert the check (face upwards) into the slip printer, then turn over the check and re-insert into the printer. To Pay with Cards: 1. For an exact payment; press CARD. 2. For a part-payment; type in the amount tendered and press CARD. The card number is prompted for. 3. Either swipe the card or type in the card number and press ENTER. 4. If prompted, type in the expiry date (mmyy) or ISSUE NUMBER, START DATE AND EXPIRY DATE, and press ENTER. 5. If an EFT server is present the till displays 'Seeking authority'. 6. If the signature is confirmed, the POS produces a goods receipt and a slip that is the customer copy. Attention LS POS standard does not contain real card authorization but is only for demo. The card functionality is implemented by LS Retail s partners each according to the rules and regulations in their area. To Pay with Currency: 1. In the Payment menu, press CURRENCY. 2. For checking the price in currency; select the currency and press, for example US DOLLARS. 3. Type in the amount tendered, select the currency and press, for example US DOLLARS. 4. If overtendered, the system will give you information about the change to be given in local currency Invoicing into Customer Accounts Goods can be charged to a customer's account. You can select paying into a customer's account either before or after a sale To Pay by Customer Accounts: 1. In the Payment menu, press CUSTOMER and insert the customer's account number when prompted for. 2. Confirm the customer s account. Chapter 1 176

178 In order to registering customer sale and acquiring customer/item discount, without posting into the customer's account you can register the sale, and have the goods paid by another tender type. To Register Customer Sale without Invoicing: 1. In the Payment menu, insert 0/zero and press CUSTOMER. 2. Insert the customer's account number when prompted for. 3. Finish the sale by selecting another tender type. Customers can pay into their accounts at the POS terminals. To Pay into Customer Account: 1. In the Start menu, press PAYMENT INTO ACCOUNT. 2. On the number pad insert the amount and press ENTER. 3. Insert the customer's account number when prompted for. 4. Select the tender type you want to pay by and finish the sale as normal. 9.9 Manager Operations Manager functions are only available to staff with manager privileges, as set up for each staff member on the Staff Card Logging On & Off as Manager While in a sale, a manager can log on the POS terminal and off again. The cashier already logged on the POS terminal will be the one registered for the transaction. To Log On/Off as Manager: 1. On the Start menu, press Supervisor Menu. 2. Press Manager Login and fill out the information needed in the Logon window. 3. Perform the actions available for store managers. 4. When logging off, press Manager Login again. 5. A message box appears in which you must click OK/Close to confirm Tender Remove Whenever needed, you can remove tender from the POS terminal drawer. To Remove Tender: 1. On the Start menu press TENDER OPERATIONS. 2. Press REMOVE TENDER. 3. Insert the amount and select the relevant tender type. 4. Repeat for each tender type you want to remove. Chapter 1 177

179 5. Press POST Inserting Float Whenever needed, you can add a float to the POS terminal. To Insert Float/ Float Entry: 1. On the Start menu press TENDER OPERATIONS. 2. Press FLOAT. 3. Insert the amount and select the relevant tender type. 4. Repeat for each tender type you want to insert. 5. Press POST. Declaring Tender If you want to count the amount in each tender type on each POS terminal, you can perform a tender declaration on the terminals. It is necessary to perform a tender declaration if you are closing the stores by work shifts. Then, the counted amounts in the statement lines per tender type will be automatically filled in by the system in the statement calculation process. To Perform Tender Declaration: 1. On the Start menu press TENDER OPERATIONS. 2. Press DECLARE TENDER. 3. Insert the amount and select the relevant tender type. 4. Repeat for each tender type you want to declare. 5. Press POST. Attention You can only perform a tender declaration for the tender types that have a checkmark in the Counting Required field in the Tender Type Card window, LS Retail - Back Office, Setup, Store Card, Store, Tender Types on the Posting tab. Chapter 1 178

180 9.9.4 Purging Transactions If the POS terminal is used offline, you can purge all transactions older than set up in the Days Transactions Exists field in the POS functionality profile selected for the POS terminal. To Purge Old Transactions: 1. On the Start menu, press Supervisor Menu. 2. Press Purge Transactions X-Reports The X report is printed out on the slip printer. It gives information such as the Gross sale, discounts and sale in each tender type, as well as information about tender operation amounts since last Z-report To Create X-Reports: 1. On the Start menu, press Supervisor Menu. 2. Press X-Report. 3. An X-Report is printed Z-Reports In addition to the information of sale on a particular POS terminal that the X-report gives, the Z-report zeros down the totals on the POS terminal. The Z-report printing might be a part of the end of day activities on each POS terminal. To Create Z-Report: 1. On the Start menu, press Supervisor Menu. 2. Press Z-Report. 3. A Z-Report is printed. Chapter 1 179

181 9.10 Scenario 1 Creating POS Menus Alice is the owner of the toy store chain Wonderland that has branches all over the UK. She is opening new branches in Scotland and already working on request for toy stores in other European countries. In the Glasgow stores they are setting up a POS menu that has many categories of toys and the main aim for the setup of the POS is to keep it as simple for the staff as possible. Therefore the toys categories are relatively detailed. Using the areas defined in the Interface Profile Design found on the Layout Editor: LS Retail POS, Profiles, Interface Profiles, Profile, Layout Editor. There are different kinds of menu layouts for different ent purposes, for instance predefined coming with the demo data for Electron, Fashion and quite a few more. A list of these can be obtained at : LS Retail POS, Profiles, Interface Profiles, Profile, List. New menu layouts can be created when needed. Chapter 1 180

182 The technical expert for Wonderland is nicknamed Mr. Te and he is fairly seasoned in creating new POS menus to meet the requirements of the Wonderland chain. There are several issues that need to be taken care of when a menu is set up and one is to locate each button within the right menu. There is for instance a difference between giving a Line discount and a Total discount and these are done within different menus. Total discounts can only be given after pressing the TOTAL button on the Sales menu. When a Total discount button is selected a popup appears, where the discount (% or amount) is entered. When a line discount is given the line of the item is selected and the Line discount button is selected in the Payment menu and then a popup appears where a discount (% or amount) is given. Mr. Te is careful to use only a common font that does not create problems on different kinds of POSes since there are plans to go overseas with the Wonderland concept. He is also aware of the fact that the credit cards are handled differently in different countries, and they POS menu is created to deal with the various rules and regulations on cards so it allows various functionality on the buttons without overthrowing the main structure of the POS menus. Chapter 1 181

183 9.11 Scenario 2 Manager Sets Rights for Cashiers Mark Laurie Ralf, the POS manager of Wonderland, is responsible for setting rights for the different groups, managers, cashiers and other. This is set on the Staff card in the LS Retail POS, Setup, Staff, Staff Permission Groups/Staff Card, Privileges: It is possible to set limits for various actions including setting a maximum discount to give for each item and as a whole and decide whether each group has rights to override prices. Usually only the manager group can override prices with either higher or lower prices, but cashiers normally only are allowed to set prices higher. The options are as follows: Higher and Lower Higher only Lower only No Price override allowed Mr. Ralf decides to allow the cashiers Price Override Higher only in case there are obvious errors in the prices that are shown on the POS, but they have to be careful always to check the prices on the shelf labels. If the cashiers want to give the customer a lower price they can either call the manager who has rights to override prices either as higher or lower prices or use the discount that is allowed, for instance 10% for mangers or 5% for cashiers. Chapter 1 182

184 9.12 Questions POS Management Which of these give the most accurate description of the POS-menus? 1) You should not change the way the POS commands are configured and placed on the menu in the Demo profiles. 2) It is possible but not feasible to change the way the POS commands are configured from the Demo Profiles but you have to follow instructions from LS Retail on that. 3) The way the POS commands are configured and placed on the menu in the Demo profiles is just an example to help you understand how the LS POS works. You can set up and configure the POS menus in different ways to fulfill the customers needs. On all POS menus there are two lines, what do they display? 1) Messages and information from POS to the user. They are called Information lines. 2) Login and logout. They are called Access lines. 3) Keyboard selection lines and menu selection lines. They do not have a special name. Name four payment actions : 1) 2) 3) 4) Chapter 1 183

185 What information does the X-report give you? 1) The X-report gives information such as the Gross sale, discounts and sale in each tender operation amount since last Z-report. 2) The X-report gives information such as the Gross sale, discounts, sale in each tender operation amount since last Z-report and zeros down the totals on the POS terminal. 3) The X-report gives information such as the sales transactions and discounts. Also sale in each tender operation amount since last Z-report. Chapter 1 184

186 10 Cash Management 10.1 Objectives The objectives for this chapter are Giving the user basic information on the LS Retail NAV Cash management Using the InStore Safe Working on special features as Fixed and Flexible starting amount of cash as well as some tender handling during the day or at the end of the day 10.2 Basic Information Cash Management in LS Retail handles the flow of Cash and other tender types between the POS terminals and the safe. It is possible as well to assign a bank bag number to a pick up. A standard procedure on the POS could look like this: 1. At the beginning of the day or shift, the cashier inserts money in the drawer to be able to give change to the first customers. This procedure is called Float Entry. 2. The cashier registers the sales and puts the payment tender types into the drawer. 3. If necessary for example when there is too much of a tender type in the drawer the cashier can perform a so called Pick Up in order to take tender out of the drawer. In LS Retail this function is called Remove Tender. 4. If there is a need for placing additional tender into the drawer, the cashier can do that by another Float Entry. 5. At the end of the day or shift, the cashier needs to declare how much tender is in the drawer. This procedure called Tender Declaration depends on whether a tender type can be counted or not, for example cash can be counted but customer account payments cannot be counted. The POS Cash Management contains enhanced functionality for those procedures like working with a Fixed Start Amount or making use of the Store Cash Declaration Setup. To Activate POS Cash Management: 10. Click LS Retail-POS, Profile, Functionality Profiles. The Functionality Profile Card window appears. 11. On the relevant profile, General tab set POS Cash Management. Terminology: Float Amount = Amount added to the Drawer Start Float = Initial amount in the Cash Drawer Remove Tender = Amount taken from the Drawer Safe Amount = Amount taken from drawer to safe End of Day Tender Declaration = Counting of cash at the end of day Pick Up or Remove Tender = Amount taken from Cash Drawer. To set values for cash go to LS Retail Back Office, Setup, Store Card and select Tender Types under the Store button. After selecting Cash you make all the necessary decisions on how to use the Cash, for instance if Overtender is allowed on the Amount tab, Min./Max Amount Entered and Allowed and various other settings that are allowed. Chapter 1 185

187 10.3 In-Store Safe LS Retail contains functionality for in-store safes. The safe keeps track of the amount of money stored in it, taken out of the safe and put in a cash drawer or taken out of a cash drawer and placed in the safe. Cash management covers two types of float handling: Cash that is placed in the drawer for example as change, a function which is called float entry. Cash that is removed from the drawer, a function which is called remove tender or pick up. Payment media is taken out of the safe and placed in the drawer or taken out of the drawer and placed in the safe. For working with the In-Store Safe click on LS Retail POS, Cash Management. Under the Remove Tender Transactions tab you find the pick up from the POS. Under the Float Transactions tab you find the float entry into the POS. In order to post the entries, place a check mark in the field Selected in the transaction lines and then press F11 to post the selected lines. Note that the In-Store Safe does not replace the tender declaration and is independent from the Statements. It is possible to add or remove Cash from the safe without performing a float entry or pick up at the POS. Note that this method does not create POS transactions and therefore does not update the tender amounts in LS POS. Therefore it should only be used to add or remove tender to/from the safe which comes/goes outside like money that is brought to the bank. Note that since the Cash Management is independent of the Statements, adding or removing money from the safe does not update the G/L accounts. To Add Money to a Safe: 1. Click LS Retail POS, Cash Management. 2. On the Cash Management form click Functions, Add to Safe. 3. Select the staff member who adds the money to the safe and the amount that is added. 4. You can select a Reason Code. 5. Press Post. To Remove Money from a Safe: 1. Click LS Retail POS, Cash Management. 2. On the Cash Management form click Functions, Remove from Safe. 3. Select the staff member who removes the money to the safe and the amount that is removed. Chapter 1 186

188 4. You can select a Reason Code. 5. Press Post Using a Fixed Start Amount At the beginning of the day or shift there is usually a need for a float entry in order to have the necessary change for the first customers in the drawer. Using the POS Cash Management, it is possible to work with Fixed Start Amount. If you define to work with fixed start amount, the POS will request the start amount entry at the first login of the cashier. To Define a Fixed Start Amount: 1. Click LS Retail BackOffice, Setup, Store Card. 2. Browse to the relevant store. 3. Click Store, Fixed Start Amount. 4. In the field ID select either the staff ID or the POS terminal ID depending on the statement method of the store. 5. Select the Tender Type and the Amount in Currency. For Cash do not specify a currency. 6. On the Store Card, Statement/Closing tab, in the field POS Start Amount Method, select Fixed Amount. At the End of Day Declaration the POS system will calculate the Bank Amount out of the declared amount and the fixed start amount. The fixed start amount will remain in the drawer/safe and when the cashier logs in at the POS the next time, the system will suggest the fixed amount as the new start amount. If the cashier overrules the bank amount at the end of day declaration, the start amount for the next login will be adjusted accordingly Using a Flexible Start Amount If the POS Start Amount Method is Flexible, the user defines the start amount the first time when logging on to the POS. When counting end of day declaration then the system does not calculate the bank amount. The counted amount gives the start amount for the next day. Before the end of day declaration a Pick Up is necessary for the amount that is not supposed to remain in the drawer. To Activate Using a Flexible Start Amount 1. Click LS Retail BackOffice, Setup, Store Card. 2. Browse to the relevant store. 3. On the Store Card, Statement/Closing tab, in the field POS Start Amount Method, select Flexible Amount. Chapter 1 187

189 10.6 Working with Pick up Warning From time to time it might be necessary for the cashier to remove tender from the drawer. Usually this is done for security reasons. The procedure to remove tender is often called Pick Up. It is possible to define a warning for the cashier in order to give information about pick up. To Define Pick up Warning Amount 1. Click LS Retail-POS, Profiles, Functionality Profiles. The Functionality Profile Card window appears. 2. On the relevant profile, General tab, set POS Pickup Warning. 3. Click LS Retail BackOffice, Setup, Store Card. 4. Browse to the relevant store. 5. Click Store, Tender Types. 6. On the required tender type select the Amount tab. 7. Define the amount in the field POS Pickup Warning Amount POS Tender Declaration Difference Handling When doing the end of day tender declaration on the POS, this is as standard procedure a so called blind counting. The method defines that the cashier does the tender counting and tender declaration without knowing how much should be in the drawer. The reason for this method is to avoid fraud. If there is a counting difference which is above the predefined limit to allow statement accepting or posting, this can be corrected later within the statement. It is by different parameter setting possible as well to inform the cashier about the transaction amount or the counting difference on the POS. To Define How to Handle Differences in Tender Declaration on the POS: 1. Click LS Retail-POS, Setup, Staff, Staff Card. 2. On the Staff Card select the required staff. 3. To show a difference warning select the Privileges tab and select the allowed difference in Max. Tender Decl. Difference. 4. In the field Warning Count define the number of tries for the counting. 5. In the field Action After Diff. Warning select who can confirm the counting if it is still not correct within the limit after the number of tries in the Warning Count. 6. You can select whether the cashier can see the difference in the warning or even see the transaction amount which is actually not blind counting anymore. Chapter 1 188

190 10.8 Scenarios Cash Management At 5 AM a new day in the Pink Flamingo and Elephant restaurant on the Strip in Las Vegas starts. A standard procedure on the POS is performed. Mr. Lopez, the cashier inserts money in the drawer to be ready when the first guests arrive and be able to give then change in case they pay cash. He registers the sales and puts the payment tender types into the drawer according to the restaurants rules. As the day goes by there is soon too much of a tender type in the drawer, some of the guests have apparently been in the casinos and are spending their cash. This means that the cashier needs to perform the so called Pick Up in order to take tender out of the drawer. This function is called Remove Tender in LS Retail. At the end of Mr. Lopez s shift at 5 PM he has to declare how much tender is in the drawer when he leaves. Since the restaurant does not allow account payments the cash is simply counted and the procedure Tender Declaration is performed on this occation Questions Cash Management 1. What is the role of the in-store safes? (a) To keep track of the amount of money stored in it, taken out of the safe and put in a cash drawer and placed in the safe. (b) To keep cash safe where it cannot be removed until taken into the bank. (c) To control cash flow. 2. When you are using Fixed Start Amount where do you define the amount? (a) In the LS Retail Back Office, Setup on the Retail Setup card. (b) You have to browse to the relevant store in the LS Retail - Back Office, Setup on the Store Card, Store. Chapter 1 189

191 (c) You have to browse to the relevant store in the LS Retail - Back Office, Setup on the Store Card, Store, Store Price Group. Chapter 1 190

192 11 Infocodes 11.1 Objectives The objectives for this chapter are Providing overview over infocodes Basic Information Infocodes are used to register additional information about transactions made at the POS terminals. When you assign an infocode to a certain action, for example when returning goods, voiding a transaction or selling a specific item, the POS terminal system prompts the cashier for an input. Infocodes can also be used automatically by the system without prompting the cashier, for example when assigning application entries to vouchers and gift cards. In all instances, you must assign infocodes to objects, such as customers or tender types, in order to use them. You can assign a specific type of input to the infocode, such as numeric, an item number, a date, a customer number, staff ID or some predefined information subcode like a flight number or a reason code Information Subcodes You can set up infocodes with a number of predefined inputs called information subcodes. By using information subcodes, the POS terminal system will only accept an input of the type defined by the information subcode. This way the infocode is already predefined for the cashier, which reduces the possibility of an incorrect input Infocode Linking You can link an infocode to another infocode. This allows having more than one infocode assigned to predefined POS activities like voiding and returns. You can define if and which information is printed on the customer receipts and how often the system should prompt for an input. When you have set up infocodes, you can assign these to: Retail Items Tender Types Customer Accounts Income/Expense Accounts POS Activities ( so-called Actions ) 11.4 Setting Up Infocodes Before you can assign infocodes to objects such as customers and retail items you must set up the infocodes. To Set Up Infocodes: 1. Click LS Retail - POS, Infocodes and Data Entries, Infocode. The Infocodes window appears. Chapter 1 191

193 2. Click Infocode to see the Infocode Card window and then press F3 to create a new infocode. 3. Fill in the Code, Description and Type fields. 4. If the infocode will prompt the cashier, fill in the prompting message in the Prompt field. 5. If input from cashier is required, mark the Input Required field. 6. Fill in the other fields as needed Information Subcodes You can set up infocodes with a number of predefined inputs called information subcodes. By using information subcodes, the POS terminal system will only accept an input of the type defined by the information subcode. You can use information subcodes for running objects such as forms or reports. You can also use subcodes for selecting a price, for example when issuing warranties of items. Then you can select a warranty period at the POS terminal, and pay for the warranty with a percentage of the item price according to the warranty period selected. To Set Up Information Subcodes: 1. Click LS Retail - POS, Infocodes and Data Entries, Infocode. The Infocodes window appears. 2. Select or set up the infocode you want to set up information subcode for. 3. View the Subcode section below the Infocode part of the window. Chapter 1 192

194 4. Fill in the Subcode and Description fields. 5. If you want the subcode to run a Microsoft Dynamics NAV Object, select the Run Object option in the in the Trigger Function field. If you want to register a price of an item, select the Item option, if you want to run a customer discount group, select the Discount Gr. option. 6. Fill in the Trigger Code field according to the option selected in step Fill in the other fields as needed. Repeat steps 4 to 7 for each information subcode you want to set up for the infocode Infocode Assignment You can assign infocodes to POS activities using the POS Actions. When you have assigned a POS functionality profile to a store, all POS terminals in the store have the same infocodes assigned. When setting up infocodes you can also link an infocode to another one, enabling you to have more than one infocode assigned to individual POS activities, such as voiding and returns POS Terminal Activities Before you can assign infocodes to POS terminal activities you must set up the infocodes. To Assign Infocodes to POS Terminal Activities: 1. Click LS Retail - POS, Profiles, Functionality Profiles. The POS Functionality Profile Card window appears. 2. Click Profile, POS Actions. 3. On the Action Trigger select the POS Activity which shall trigger the infocode. 4. On the Do Action select Infocode. 5. On the Action ID select the required infocode. Chapter 1 193

195 Attention Some of the Action Triggers do not allow the usage of an Infocode. If this is the case, the system will warn you that the Infocode cannot be used Tender Types You can assign infocodes to tender types. Before you can assign infocodes to tender types you must set up the infocodes. To Assign Infocodes to Tender Types: 1. Click LS Retail Back Office, Setup, Store Card. 2. Browse to the relevant store. 3. Click Store, Tender Types. 4. Browse to the tender types, to which you want to assign infocode(s). 5. Click Tend. Type, Infocodes. 6. Fill in the Infocode Code field by selecting the relevant infocode. Repeat step 6 for each infocode you want to assign to the tender type. Chapter 1 194

196 Income/Expense Accounts You can assign infocodes to income and expense accounts. Before you assign infocodes to income or expense accounts you must set up the infocodes. To Assign Infocodes to Income/Expense Accounts: 1. Click LS Retail Back Office, Setup, Store Card. 2. Browse to the store, for which you want to assign infocodes to income/expense accounts. 3. Click Store, Income/Expense Accounts. 4. Browse to the account, to which you want to assign infocodes. 5. Click Account, Infocodes. 6. Fill in the Infocode Code field, by selecting the relevant infocode. Repeat step 6 for each infocode you want to assign to the selected account. Repeat steps 4 to 6 for each account, to which you want to assign infocodes. Chapter 1 195

197 Customers You can assign infocodes to specific customers. Before you can assign infocodes to customers you must set up the infocodes. To Assign Infocodes to Customers: 1. Click LS Retail Back Office, Retail Customer Card. The Customer Card window appears. 2. Browse to the relevant customer and click Customer, Infocodes. 3. In the Customer Infocodes form select the Infocode you like to use for that customer. Repeat step 3 for each infocode you want to assign to the customer Retail Items You can assign infocodes to retail items. This can for example be useful if you want the system to prompt for a serial number, or if you want to sell a warranty with the item. Before you can assign infocodes to retail items you must set up the infocodes. To Assign Infocodes to Retail Items: 1. Click LS Retail Back Office, Retail Item Card. 2. Browse to an item, to which you want to assign infocodes. 3. Click Item, POS, Infocodes. 4. Press F3 to enter a new infocode. 5. Fill in the Infocode Code field by selecting the relevant infocode. 6. Fill in other fields as needed. Chapter 1 196

198 Repeat steps 5 and 6 for each infocode you want to assign to the item Data Entries Data entry types are used for creating data entries with unique entry codes. This is for example, useful when issuing gift cards. Each gift card then has its own unique entry code, and might even be assigned a barcode. Then the system can check the amount of the gift card and see whether the gift card has already been used. Another example of use of data entries in LS Retail is when issuing vouchers. To Create Data Entries 1. Set up two infocodes, one to create data entries and one to check existing data entries. 2. Create a number series for the data entry type 3. Set up a data entry type and the number series and link the data entry creation infocode to it Data Entry Types Data entry types are used for creating data entries with unique entry codes. This is useful, for example when issuing gift cards and vouchers. Before setting up data entry types you must set up two infocodes, one for creating data entries and one for checking the existing data entries. Then you can set up a data entry type and link the data entry creation infocode to it. To Set Up Infocodes for Data Entry Types: 1. Click LS Retail - POS, Infocodes and Data Entries, Infocode. The Infocodes window appears: 2. Press F3 to create a new infocode or click Infocode, Card to see the Infocode Card window and then press F3 to create a new infocode. 3. Fill in the Code and Description fields. Chapter 1 197

199 4. Select the option Create Data Entry in the Type field for the data entry creation infocode and the Apply To Entry option for the infocode you use to check the unique entry codes created. 5. Place a checkmark in the Input Required field and fill in the Prompt field for the Apply to Entry infocode. 6. On the Printing tab: Place a checkmark in the Print Prompt on Receipt and the Print Input on Receipt fields for both infocodes. Data entries are used for creating entries with unique entry codes. This is for example, useful when making gift cards and vouchers. To Set up Data Entry Types: 1. Click LS Retail - POS, Data Entry. The POS Data Entry Type window appears. 2. In the Code field, select the Infocode you want to link the data entries to. 3. Fill in the Description field. 4. Place a checkmark in the Date Entry Only Allowed field. 5. In the No. Series field select the numbering series for this application entry type. 6. Fill in other fields as needed. Attention As a standard, a data entry can only be applied once. For gift card or vouchers where you like to allow overpayment you have two options: 1) You can create a new voucher as change which creates a new data entry. 2) If you prefer the data entry to stay open until the voucher has been completely used, then you select the parameter Create Voucher Entry on the data entry. In that case you can do partial payments with the voucher since the system creates voucher entries for the issuing and for every time you redeem Scenarios - Infocodes Mr. Summer, the marketing director of the Wonderland Toy Shops is promoting new line of toys that encourage the kids to stand up from the computers and move. Every time a computer game or a DVD is sold the staff of Wonderland suggests some simple activity that is related to the computer game that is being bought. And of course the staff offers a bargain if you buy a toy that is used in this activity. These can be simple obstacles for obstacle race that is directly linked and marketed to the activities of the heroes in the computer game or some tasks for kids related to the Lazy town DVDs. To trigger the sales infocodes pop up on the POS when the cashiers at the POS is selling computer games and DVDs. Chapter 1 198

200 When you assign an infocode to a certain action, for example selling certain computer games and DVDs the POS terminal system prompts the cashier for an input Questions Infocodes 1. By using information subcodes: (a) You can create an extension of infocodes. (b) The POS terminal system will only accept an input of the type defined by the information subcode. (c) The POS terminal system will not accept an input of the type defined by the information subcode. 2. Can you assign Infocodes to Tender Types? (a) Yes. (b) No. 3. Can you assign Infocodes to specific customers? (a) Yes. (b) No. Chapter 1 199

201 12 Statistics 12.1 Objectives The objectives for this chapter are To get overview over the statistics available of analyzing the sales Learn about the setup for the statistics Observe Sales History as a tool 12.2 Basic Information LS Retail offers sales analysis based on the POS terminal transactions and sales history based on special statistics tables as well as statistics on periodic offers based in item value entries Sales Analysis Transactions from the POS terminals can be imported continuously throughout business hours. Thus, up-to-date transaction sales statistics are available at all times. You can view a scrollable list of sales data for any periods you select, with the possibility of viewing the transactions behind the figures, for: Retail Items Product Group Item Category Infocodes Stores Sections Shelves Staff members POS terminals Likewise, you can view payment data for tender types and currencies. Filters operate on all these windows, allowing you to retrieve exactly the information you need. To View Sales Analysis: 1. Click LS Retail - BackOffice, Sales History, Sales Analysis POS-Trans, Toplist/Hourly Store Sales. 2. Select the menus and forms as needed and use the filters in there for instance for the date Toplist The Toplist gives you an overview about sales data for POS transactions, customers and items which can be sorted ascending and descending by number, quantity, amount, profit and discount amount. The list can be printed and the number of entries limited e.g. to see a top 10 or top 100 list or a flop list. This list is often called runners/sleepers list. To View the Toplist: 1. Click LS Retail - BackOffice, Sales History, Sales Analysis POS Trans.,Toplist. Chapter 1 200

202 2. Use the buttons Trans., Customer and Item so select the required information. 3. Use the button Sort to change the sorting. 4. For printing press the button Print. In the form that opens you can specify the numbers of entries you like to print. Press Enter and then select whether you like a preview or printing Sales History (Statistics) The number of transactions in the database can grow extensively depending on the type of business involved. There are four special statistics tables in LS Retail: Sales Statistics Staff Statistics POS Terminal Statistics Payment Statistics These tables contain a summary of the transaction information, enabling you to have access to certain details from the transactions, even after they have been removed from the database. You decide on the details you want to retain in the following ways: In the Retail Setup form on the Sales History tab, you choose whether you want to retain item sales information on item level, product group level or item category level (or none at all). To Select Statistics Tables: 1. Click LS Retail - BackOffice, Setup, Retail Setup. 2. On the Sales History tab in the Item Sales Statistics on field, select the level of item grouping, from which you want the system to take the item sales statistics. The options are None, Item Level, Product Group Level and Item Category Level. 3. Place a check mark in the POS Terminal Statistics, Staff Statistics and Payment Statistics fields, if you want to collect the corresponding statistics. Chapter 1 201

203 Attention You need to estimate the amount of statistical data you need and can be retained in view of the database space the statistics tables will fill as time passes. The more intervals (starting and ending times) you define in the table, the more entries you will have in the Statistics tables. In the Statistics Time Setup table, you choose the time intervals into which you want to collect the statistics, that is, on hourly basis. The more details you retain, the larger these statistics tables will be. The base for the statistics data is POS Transactions. You can create the statistics data from the POS Transactions in 3 different ways: To Create Statistics Manually: 1. Click LS Retail - POS, Periodic Activities, Create Statistics. 2. Confirm that you would like to create Statistics. To Create Statistics Within Posting Statement: 1. Click LS Retail - BackOffice, Setup, Retail Setup. 2. In the Retail Setup Card, Sales History Tab set the parameter Autom. Statistics Update. 3. When posting the Statement, the system will create the Statistics Data. To Create Statistics from the LS Retail Scheduler: Chapter 1 202

204 1. Create from LS Retail Scheduler, Scheduler Job a scheduler job which runs the Codeunit , Statistics Utils Staff Preload. 2. On the Object Setup tab of the Scheduler Job do not set the parameter: Uses Scheduler Job record. 3. Run the Job from the Scheduler Statistics Setup There is certain setup that must be carried out before you can collect and read statistics Statistics Time Intervals To use statistics, used in sales histories, you must set up the Statistics time intervals for the system. The system sums up the requested statistical data for each of these time intervals. To Set Up Statistics Time Intervals: 1. Click LS Retail - BackOffice, Setup, Statistics, Statistics Time Setup. 2. Press F3 to insert a new time interval. 3. In the Start Time and End Time fields, define the time interval. Repeat steps 2 and 3 for each statistics time interval you want to create. Optionally you can use the Statistics time setup which can be inserted by using the default data. Attention You need to estimate the amount of statistical data you need and can be retained in view of the database space the statistics tables will fill as time passes. The more intervals (starting and ending times) you define in the table, the more entries you will have in the statistics tables Sales History / Retail Hierarchy Retail Hierarchy The Retail Hierarchy is used to set up hierarchy structures for the items and stores in order to have extra analyses structures in the sales history. In this case the sales history is the sales history form. Examples for a Retail Hierarchy are special item assortments like Men s and Chapter 1 203

205 Women s Fashion or special store types like Food and Fashion. Statistical store grouping into regions and countries could be done in the same way. The Retail Hierarchy is not used for the price mechanism or data distribution. To Set Up a Retail Hierarchy: 1. Click LS Retail - BackOffice, Setup, Sales History Item, Retail Hierarchy. 2. Press F3 to insert a new Retail Hierarchy. 3. Insert the Code and Name. 4. For definition of the Values, click Hierarchy, Hierarchy Values. 5. Insert the Code and Description for the Value. Select the other fields as needed. Repeat steps 4 to 6 for each Retail Hierarchy you like to set up. When the Retail Hierarchy has been created, it can be assigned to an item category, a product group or a store. It is important to build the hierarchies logically since later changes might not fit into the other levels of item hierarchy and stores. A default item hierarchy and default store hierarchy can be assigned in the Retail Setup. To Assign a Default Retail Hierarchy for Items and Stores: 1. Click LS Retail - BackOffice, Setup, Retail Setup. The Retail Setup card appears. 2. In the field Default Item Hierarchy select the default Retail Hierarchy for the item structure. 3. In the field Default Store Hierarchy select the default Retail Hierarchy for the stores. Chapter 1 204

206 Attention Even the names of the field might suggest something else, they are not used for the fixed item hierarchy of item category and product group or the store grouping but are only used for the sales history. To Assign a Retail Hierarchy Value for an Item Category: 1. Click LS Retail - BackOffice, Setup, Item, Groups, Item Categories 2. Move to the line of the Item Category you like to assign an Item Hierarchy Value to. 3. In the field Item Hierarchy Value select the required value. The values are from the Default Item Hierarchy defined in the Retail Setup. To Assign a Retail Hierarchy Value for a Product Group: 1. Click LS Retail - BackOffice, Setup, Item, Groups, Product Groups. 2. Move to the line of the Product Group you like to assign an Item Hierarchy to. 3. Click Product Groups, Item Hierarchy. 4. In the field Hierarchy Code select the required Retail Hierarchy. In the field Item Hierarchy Value select the required value. Repeat steps 4 for each Retail Hierarchy you like to assign. Chapter 1 205

207 To Assign a Retail Hierarchy Value for a Store: 1. Click LS Retail - BackOffice, Setup, Store Card. 2. Browse to the required store. 3. Click Store, Store Hierarchy. The Retail Default Hierarchy window appears. 4. In the field Hierarchy Code select the required Retail Hierarchy. In the field Item Hierarchy Value select the required value. Repeat steps 4 for each Retail Hierarchy you like to assign Period Setup Periods can be used to specify period date filters for the use in the Sales History form. Such periods could be the dates for special sales, Christmas or Easter sales etc. The periods allow easier and faster date filtering. Periods are grouped into Period Groups. Such a group could be Summer Sales containing the periods Summer 2004 and Summer To Set Up a Period Group: 1. Click LS Retail - BackOffice, Setup, Sales History Item, Period Group List. 2. Press F3 to insert a new Period Group. 3. In the Period ID field set the Period ID and in the Period Name field set the name. To Set Up a Period: 1. Click LS Retail - BackOffice, Setup, Sales History Item, Period Setup. 2. Press F3 to insert a new Period. 3. Select a Period Group and set a Period Code. Fill in the Description. 4. Set the From and To fields 5. Set the other fields as needed. Repeat steps 2 to 5 for each Period you like to set up. Chapter 1 206

208 Sales History for Special Groups The Sales History can show information based on special groups. This gives the option to show items grouped by special group as well as season and event grouping (when linked to special group) in the sales history form. To Activate the Showing of Special Groups in the Sales History: 1. Click LS Retail - BackOffice, Setup, Retail Setup 2. In the Retail Setup Card on the Sales History tab, select the parameter: Include Special Groups Sales History Form The Sales History form allows an overview about the sales history from different angles like data types such as stores, items customers or dates. To View the Sales History Form: 1. Click LS Retail - BackOffice, Sales History, Sales Analysis Ledger Entries, Sales History. The Sales History window appears. 2. In the Store field select the store you like to see in the sales history. If you leave the Store field blank you ll see all stores. 3. When you are logged into Microsoft Dynamics NAV as a Retail User that is assigned to a specific store, you ll find that store number in the Store field when opening the Sales History form. In that case you re not allowed to select a different store number. 4. If you like to use a date filter via the TrendScape line for a day, week, month, quarter or year then you need to select the RadioButton General. For a predefined period like end of the year sales you select the RadioButton Specific and the period in the Period Grp. Field. 5. By selecting the tabs Store, Item Hierarchy etc. you define the view on the specific data types. Chapter 1 207

209 Attention You need to have a Retail User defined and logged in order to open the Sales History form. The Retail User can be for a specific store or without a store assigned to Advanced Statistics Advanced Statistics use the statistics tables, as mentioned above. Different from the fixed statistics forms, Advanced Statistics allow the user to define own statistics views by selecting different data types like No. of Transactions or Items Sold and combine them in an own view. This makes it easy to have different statistics views for different purposes like one with POS sales data for a store manager or one with special POS cases like Voided Amount and No. of Open Drawer for controlling. By using calculation formulas and fixed values, the Advanced Statistics allows calculations based on POS data, for example a very basic profit calculation using Sales Amount ; Cost Amount and some fixed costs. When values turn into negative or exceed a fixed day based amount, the system can alert with selectable colors. Even a comparison between different periods like day, week, month, quarter and year is possible. To Set Up an Advanced Statistics View: 1. Click LS Retail - BackOffice, Setup, Statistics, Advanced Statistics View. The Advanced Statistics View card appears. 2. Press F3 to insert a new Advanced Statistics View. 3. Insert a Statistics View Code and fill in the Description field. 4. If needed, select colors for Negative, Alert and Comparison. In case you like to have own calculations in the view you can define how to handle Formula Division. 5. In the Advanced Statistics View lines press F3 to insert a new line. 6. Select a Column Code for the line. Only alphabetic codes are allowed. 7. Select the Type of the line like No. of Transactions or Sales Amount and fill in the Description field. 8. Depending on the needs, define the other fields. Repeat steps 3 to 8 for each line you like to set up. Chapter 1 208

210 To View Advanced Store Statistics: 1. Click LS Retail - BackOffice, Sales History, Sales History POS Trans, Advanced Statistics, Advanced Store Statistics. The Advanced Store Statistics window appears. 2. Insert the Statistics View Code you like to use. 3. With the Date Filter or the TrendScape line you can select the date filtering. 4. You can select to see the stores as rows by clicking Statistics, Store as Row. You can switch back to see the store as column by clicking Statistics, Store as Column. 5. To see the advanced store Statistics for a single store move to the line with the required store and click Statistics, Single Store Statistic. 6. After opening Single Store Statistic you can go further to Store Detail Statistic to see statistics by POS Terminal or staff. Attention Under the LS Retail - BackOffice, Sales History, Sales History POS Trans, Advanced Statistics you ll find Additional Item Statistics and Additional Payment Statistics. Both are not designed for using the Advanced View but are different types of fixed Statistics forms Scenario Statistics for Supermarkets Mr. Brown at the Big Brown supermarkets wants to be able to have transaction sales statics available throughout the supermarkets opening hours. The activities on the POS terminals and workload on the staff seems to be uneven and he is using the data to fix this. The sales data for each can be made available and the transactions behind the figures are available for the following: Retail Items Product Group Item Category Infocodes Stores Sections Shelves Staff members POS terminals 12.7 Questions Statistics 1. There are four special statistics tables in LS Retail. What are the four? (a) Sales Statistics, Staff Statistics, POS Terminal Statistics, Transaction Statistics (b) Sales Statistics, Customer Statistics, POS Terminal Statistics, Transaction Statistics (c) Sales Statistics, Staff Statistics, POS Terminal Statistics, Payment Statistics 2. Which of these is Retail Hierarchy used for and which not used for: (a) Used to set up hierarchy structure for items and stores to have extra analysis structures in sales history for special items assortments like Men s and Women s Chapter 1 209

211 fashion or special store types like Food and Fashion but not used for price mechanism or data distribution. (b) Used for price mechanism and data distribution but not for hierarchy structure for items and stores to have extra analysis structures in sales history for special items assortments like Men s and Women s fashion or special store types like Food and Fashion. (c) Used for both of the above. Chapter 1 210

212 13 Data Distribution 13.1 Objectives The objectives for this chapter are Getting overview over Data Distribution Providing a checklist for Data Distribution setup 13.2 Basic Information The Data Distribution mechanism built into LS Retail allows you to control how data is distributed from the Head Office to the stores. For example, you can define the Data Distribution of Items such that certain Items are only available in certain stores. It is necessary to set up Data Distribution if you want to replicate data to different stores. By setting up the Data Distribution you: Make sure that the data is only sent to distribution locations that should receive it and not to other distribution locations. Shorten the time spent on transmitting data by sending only the data that the destination distribution location should receive. This can have an impact on costs related to the transmission of data. The Data Distribution should be one of the first things you set up when setting up a new system. The Data Distribution must be set up before users start entering data into the system. Data entered before the Data Distribution is set up may or may not be distributed correctly. Data Distribution setups between different organizations can be very different. A chain of supermarkets would probably need a full setup for all tables used in the system. A small single location store would need a simpler setup, since it does not have to distribute data to other stores. In order to set up the Data Distribution you need to set up the following parts of the system: 1. Table Distribution. This is where you specify the Data Distribution type used for individual tables in the system. 2. Distribution Groups. This is where you specify how your stores and POS as well as other Distribution Locations are grouped together. You might want to create a distribution group for each city your stores are in or distribution groups for chains of stores. 3. Distribution Locations. A Distribution Location is a place where you keep data (a database). By default these are the Head Office, Stores and POS Terminals but it can be other databases as well. In order to be able to send data into or read data from that database, a setup needs to define parameter like the Database Server, the network connection and other related information. 4. Distribution List. This is where you define where individual records are distributed Default Data Distribution in LS Retail Table Distribution controls how individual tables in the system are distributed. Note that Table Distribution says nothing about where the tables are distributed, only how they are distributed. Chapter 1 211

213 LS Retail consists of many different tables, which serve different purposes. The decision on how to distribute a table depends on the functionality of the table. For example, the Gen. Product Posting Group table is an example of a table that should be distributed to all distribution locations. The Item table might have a more selective Data Distribution, depending on the selection of items in the stores. Records in the Store table should only be distributed to the store it represents. These three tables would have a different Table Distribution, since their Data Distribution follows different principles. Table Distribution is closely linked to the Distribution List. The Distribution List is used to tell the system how individual records should be distributed. Note the difference between the Table Distribution, which defines how tables are distributed and the Distribution List, which defines how records are distributed. The Distribution List is only used where you have to specify Data Distribution based on records. The different types of Table Distribution are: All Specific By Master Only Master Default (not supported in LS Retail 4.2) Table Default No Distribution All Default All This option tells the system that the table should be distributed to all locations. The Distribution List for this table will be empty, since the system can find out the Data Distribution for all records in the table by looking at the Table Distribution. The user is not allowed to specify a different Data Distribution Specific This option tells the system that the user will specify Data Distribution on record level. In this case the user has to fill in the Distribution List manually for each record in the table By Master Only This option allows us to link tables together. In many cases it can be convenient to link the Data Distribution of one table to another. For example, we could assume that Items and Barcodes for the items should have the same Data Distribution. Therefore we can link the Barcode table to the Item table so that all barcodes related to an item will get the same Data Distribution as the Item. This is a very powerful feature because it allows the user to link many tables together and only specify the distribution at the top level. This kind of Data Distribution is used in the default settings that come with the system. Chapter 1 212

214 When By Master Only is used, the user must define the link between the tables. This is done through the Table Links field in the Table Distribution window. In our previous example the Barcode table would be linked to the Item table by linking the "Item No." field in the Barcode table to the "No." field in the Item table. Attention: Note that there must be some kind of relation between the tables when this option is used. You cannot use this option if there is no logical relation between the tables. You can therefore not link the Item table to the Customer table, since there is no direct table relation between those two tables. When linking tables it is preferable that the linked fields are parts of the primary keys of the linked tables. This is not absolutely necessary, but can improve the performance of the system Table Default This option is reserved for a specific table in the system: Store Groups The user is advised not to change the Data Distribution of these tables. This Data Distribution option cannot be used for other tables in the system No Distribution This option means that the table will not be distributed. Actions for this table will not be created. This distribution type might be used for tables that build a data link between other tables but shall not be distributed themselves All Default This option is a combination of All and Specific. When a record is created for a table with Data Distribution type All Default, the system will create a List entry that tells the system that the record should be distributed to all locations. However, the user can modify the Data Distribution for the record afterwards. The system comes with a predefined Table Distribution in the default data that should be appropriate for most organizations. Changes to the default Table Distribution settings should only be done by advanced users Data Distribution Groups Data Distribution groups are mainly used to group the distribution locations of stores together. By grouping stores we make the task of assigning Data Distribution to records easier, since we do not have to specify the Data Distribution for each store, but for a group of stores. Data Distribution groups are similar to mail groups. Once the mail group has been created we can assign recipients to it. The same goes for distribution groups, but instead of assigning recipients we assign stores. A data distribution group consists of a group and a subgroup. The group can have one or more subgroups. Distribution Locations can be assigned to only one group, but they can be members of many subgroups. Example Chapter 1 213

215 ACME Inc. runs a chain of hardware stores. ACME has stores in Washington, New York, Seattle, Los Angeles and San Francisco. We want to set up distribution groups for ACME. We begin by creating a distribution group named ACME. Within that group we create two subgroups, EAST and WEST. Once these have been created we can assign the stores to group ACME. Furthermore, we assign the Washington and New York stores to subgroup EAST and the Seattle, San Francisco and Los Angeles stores to group WEST. Now we can distribute data to the New York and Washington store by selecting group ACME and subgroup EAST (ACME->EAST). ACME->WEST can be used to distribute data to Los Angeles, San Francisco and Seattle. We can also distribute data to all the stores by selecting group ACME and subgroup ALL. If we want to distribute data to one store only, like Seattle, we can select ACME- >SEATTLE. We could also have created subgroups NORTH and SOUTH, and assigned stores to them. These groups can coexist with subgroups EAST and WEST because there is no limit on the number of subgroups within a group. The same goes for the stores (or members). They can be members of many subgroups but only one group. This selection method is used when distributing data with the Distribution List. Once the record to be distributed has been selected you simply fill in the values for the group and subgroup. The system expects one group to represent all stores within the organization. This group should have one subgroup as well. These groups are usually named All and referred to by All- >All. This group and subgroup are a part of default values for LS Retail Actions and PreActions Actions and PreActions stand for entries in Action and PreAction tables. The purpose of these tables is to: Keep track of changes made to data in LS Retail. Keep track of how the changes should be distributed. The difference between those tables is that the PreAction knows only which data has changed (except that all the data shall be distributed everywhere without any exceptions). The Action knows that data has been changed and also how it should be distributed. Every time a user changes data in defined LS Retail tables, a log of the change is written to the PreAction table. By change we mean that each creation, update or deletion from a table that is prepared for it in LS Retail is logged in the PreAction table. This allows the system to keep track of which records have been changed and when. Note that the system knows only which record has been changed; it does not know which fields in that record have been changed. The PreAction table tells us what records have changed. But we want to know how the changed records should be distributed. Should they be sent to all stores or just a single store? In order to find this out we need to convert the PreActions to Actions. This is done by running codeunit PreAction->Action. By running that codeunit, the system will convert all PreActions to Actions, giving us a list of all changed records in the system and also telling us how they should be distributed Data Distribution Overview This is an example on how the system finds the Data Distribution for an Item: 1. A user changes the description of an item. 2. The system detects that a change has been made to a record in the Item table. The system writes an entry in the PreAction table, stating the ID of the record, the number of the table (the Chapter 1 214

216 Item table is number 27) and that the change was in the form of an update to an existing record. 3. The PreAction->Action codeunit is run. The codeunit will see that a change has been made to a record in the Item table. 4. The codeunit will look at the Table Distribution for the Item table, to find out how the Item table should be distributed. Depending on the Table Distribution, the program will find how the record should be distributed. 5. Once the Data Distribution of the record has been found, the program will insert entries into the Actions table for each distribution group and subgroup that the record has. The whole idea behind the Table Distribution, the groups and the actions is to have a simple way to find out which data should go where. The concepts related to Data Distribution may seem complicated, but you should not worry. Once the Data Distribution has been set up, it requires almost no maintenance or intervention on the user s behalf Checklist for Data Distribution Setup When you set up Data Distribution in LS Retail, you must enter certain information before you can start running the Data Distribution. Order Task/Overview 1 Setting Up Data Distribution Yes 2 Setting Up Distribution Group All Yes Setting Up a Distribution Subgroup All that 3 belongs to the Distribution Group All Yes Setting Up Distribution Group as Default 4 Group Yes Setting Up a Distribution Subgroup as a 5 Default Subgroup No 6 Setting Up other Distribution Groups No 7 Setting Up Distribution Subgroups No 8 Assigning Stores to Distribution Groups No 9 Setting Up Table Distribution Automatically Yes 10 Setting up Table Distribution Manually No Including/Excluding Locations from Data 11 Distribution No Mandatory 13.8 Setting Up Data Distribution When setting up Data Distribution you can either insert Data Distribution setup for a table manually, or you can use default data provided to set up the Data Distribution of selected tables automatically. It is recommended to set up Data Distribution only where necessary. You should not have a table distribution set up for a table in which all records are valid in all locations. In case there is no table distribution setup defined for a table, the data of this table will be distributed everywhere. It is also recommended to set up Data Distribution automatically and then manually change the settings. To Set Up Table Distribution Automatically: 1. Click LS Retail Back Office, Setup, Retail Setup. Chapter 1 215

217 2. In the Retail Setup window, click Functions, Insert Default Data. 3. Click Clear All and then select Table Distribution. 4. Click Insert to insert the data. To Set Up Table Distribution Manually: 1. Click LS Retail - Scheduler, Distribution Location, Table Distribution Setup. 2. Fill in Table ID field in the Distribution Setup window. 3. If the table has a master table, fill in the Master Table ID field. 4. Select the relevant option in the Distribution Type field Distribution Group Setup The LS Retail system must always have one distribution group and one distribution subgroup that includes all distribution locations. You must also set up one distribution group and one distribution subgroup for each store that includes just that store and the same for each POS terminal. This is system generated when you have defined the default distribution grouping. Beside these, you can create as many distribution groups and distribution subgroups as needed. To Set Up Distribution Groups: 1. Click LS Retail - Scheduler, Distribution Location, Distribution Groups. 2. Press F3 to enter a new distribution group. 3. Fill in the Group Code and Description fields. 4. Click Group, Subgroups. 5. Fill in the Subgroup Code and Description fields. 6. Click Subgroup, Member List. 7. In the Distrib. Loc Code field, select the relevant distribution location. Repeat step 7 for each distribution location you want to include in the subgroup. Repeat steps 5 to 7 for each subgroup you want to include in the distribution group. Chapter 1 216

218 For each distribution group, at least one distribution subgroup must exist. When needed, you can add subgroups to an existing distribution group. To Set Up Distribution Subgroups: 1. Click LS Retail - Scheduler, Distribution Location, Distribution Groups. 2. Browse to the distribution group you want to set up a distribution subgroup for and click Group, Subgroup. 3. Fill in the Subgroup Code and Description fields. 4. Click Group, Member List. 5. In the Distrib. Loc Code field, select the relevant distribution location. Repeat step 5 for each distribution location you want to include in the subgroup. Repeat steps 3 to 5 for each subgroup you want to set up for the distribution group. Before you can distribute data to a store, the store must be assigned to a distribution group and a distribution subgroup. To Assign Stores to Distribution Groups: 1. Click LS Retail Back Office, Setup, Store Card. The Store Card window appears. 2. Browse to the relevant store and click Store, Location Distribution. The Location Distribution window appears. 3. Fill in the Group Code field by selecting the relevant distribution group. 4. Fill in the Subgroup Code field by selecting the relevant distribution subgroup. Chapter 1 217

219 Repeat step 3 and 4 for each distribution group you want to assign the store to. On the Store Card, General Tab, you can find the Default Distribution Group which is filled in automatically when you create the store. You can change the Distribution Group there but be aware that this will change the group membership and might cause loss of data if not done within a logical process Scenario Data Distribution When setting up the first store with LS Retail NAV of many that Mr. Johnson intends to open in Germany, specializing in clothes for unusually tall gentlemen he is very well aware of the fact that not all information needs to be distributed to all locations. His crew sets up as a beginning one distribution group and one distribution subgroup that include the store and all future locations and for each POS they do the same. According to the plan that they use for building up the stores in Germany the major stores in the big cities will have a wide selection of both casual as well as formal clothes, but in the small towns the emphasis will be on the casual line. Therefore a separate distribution group is already created for big towns as well as small towns to be able to use the correct distribution group for each item of clothing Questions Data Distribution 1. What four parts of the system is necessary to set up in order to set up the Data Distribution? (a) Table distribution, Table distribution connections, Distribution Locations and Distribution List. (b) Table distribution, Table distribution connections, Distribution Groups and Distribution List. (c) Table distribution, Distribution Groups, Distribution Locations and Distribution List. Chapter 1 218

220 14 Replication Setup 14.1 Objectives The objectives for this chapter are Distribution location overview Replication setup 14.2 Basic Information When you insert, update or delete information in one database, the act of inserting, updating or deleting the same information in another database, is called replicating. The general aim of replication is to keep selected data in many databases the same. Most often one database is the main database, or a head office, where basic data is maintained and replicated to the other databases. To replicate data in a table from database A to the same table in database B, you can use two general methods: The program knows before replication starts which data has been inserted, updated or deleted in database A. The program repeats the corresponding changes in database B. The program compares two tables in database A and B to find the differences between them. It changes the table in database B and makes it identical to the table in A. This method can prove to be slow if there are many records in the tables. With some extra configuration it is possible to speed that method up. You need a replication process to manually or automatically replicate the changes you have made in one database to another. The replication process in LS Retail has the following main functionality: It allows you the replication between databases. It allows you to schedule the replication at user-defined intervals. It allows you to control data distribution; that is, which records are replicated where. It allows you to control which fields in a table are replicated, depending on their functionality. It offers several methods of replication, whether replication time is important, whether you need to extend replicated data from databases to POS terminals, or whether you want a simple replication, all depending on the tables being replicated. It allows replication of data between two databases that do not have the same table and field structure. This is always a project and needs detailed knowledge about the replication processes, database and table structure as well as functionality knowledge Replication Options in LS Retail There are two ways of replicating in LS Retail, by using of the LS Replicator or by using the Data Director. Chapter 1 219

221 The LS Replicator is the Replicator for the LS Retail system. It is essential for replicating data in LS Retail. When you keep the system s data in more than one database you can set up the LS Replicator. The Data Director works as a service and is used for the replication of data between databases LS Replicator The LS Replicator, uses the PlusCFront to connect to the database. It makes the Microsoft Dynamics NAV Client more independent from the CFront connection processes. The PlusCFront.ocx takes care of starting and closing these processes. The Cfront.dll starts the process when the connection is made and closes the process on disconnects. The OCX communicates to this process through OLE automation (the process is in fact an automation server). All this happens in the background and is invisible to the user. Example: Fin.exe -> PlusCFrontClient.ocx -> PlusCFrontSrv.exe -> CFront.dll -> server.exe Advantages of the LS Replicator No Memory Leak Some versions of the Microsoft Cfront interface leak memory. This leak affects only the automation server because the Microsoft Dynamics NAV client is isolated from the interface. Because the automation process starts and stops for each connection, the leaked memory is released back to the operating system when the process stops. CFront Errors Some errors in the CFront interface exit the caller-process after it throws an exception. This crashes the Microsoft Dynamics NAV client if using the previous method. Now it only crashes the automation server and the CFront.ocx returns an error and the job can be processed next time. Debug Mode You can configure the Replicator to run in debug mode, and then it logs everything it does into a text file. This makes it easier for the user to track errors. Time Out Mechanism PlusCFront can be configured to use Time Out mechanism. If some unexpected error occurs in the CFront interface and the system hangs, a Time Out terminates the automation server and returns an error into the Microsoft Dynamics NAV client. Also, if for some reason an automation process does not exit (possible reason: a job exits on some particular error) the Time Out exits the process automatically. Multiple Microsoft Dynamics NAV Versions The PlusCfront supports different versions of Microsoft Dynamics NAV. You must use the appropriate Microsoft Dynamics NAV CFront files for each location and configure a repl.cfg file to tell PlusCFront which version is in use. It is possible to replicate between different versions (from 4.00 to 3.70 for example). Chapter 1 220

222 14.4 Checklist for Replicator Setup When you set up replication in LS Retail, you must enter certain information before you can start running the replication. Depending on how you want to structure your business, the setup can vary from one distribution location to another. Certain setup is mandatory, other is optional. For setting up replication in LS Retail, follow the tasks according to the order given, note that is has been assumed that certain tasks have already been carried out in the Retail and Store Setup, therefore those tasks are not mentioned in the checklist. Order Task/Overview 1 Installing External Objects for Replication Yes 2 Setting Up System Versions only Data Director Yes 3 Specifying General Replication Information Yes Defining the mandatory Distribution Loc. Groups and 4 Distribution Loc. Subgroups Yes 5 Using Store Groups No 6 Specifying Replication Info. for Distribution Locations Yes 7 Testing Connections to Dist. Locations Yes 8 Reading the Design of Dist. Locations No 14.5 Setup Mandatory 9 Setting Up Scheduler Job Types Preferred 10 Setting Up Scheduler Jobs Yes 11 Setting Up Scheduler Subjobs Yes 12 Use Table Linking Preferred 13 Setting Up Miscellaneous Jobs No 14 Setting Up Normal Replication Yes 15 Setting Up Replication with Replication Counters Yes 16 Setting Up Replication by Actions Preferred 17 Setting Up Distribution Filters No 18 Excluding Records from Replication No 19 Excluding Fields from Replication Preferred 20 Setting Up Scheduler Logs and Actions Deletion Preferred Before you start the installation you must have a Microsoft Dynamics NAV license file that allows you to run LS Retail. It must contain the C/Front Granule. You should also have a valid license key for the LS Replicator. You can apply for a license key by contacting: support@lsretail.com. The information that must be sent is: Customer Name, Contact Person at Customer and Microsoft Dynamics NAV License number. If you would like to use the Data Director you need to have a Data Director license. You can apply for a license key by contacting: support@lsretail.com. Chapter 1 221

223 The information that must be sent is: Customer Name, Contact Person at Customer and Microsoft Dynamics NAV License number as well as number of stores. Additional information about number of threads and additional plugins might be necessary depending on the project requirements Installing External Components for PlusCFront Replication: On the computer that will run the replication process, run the PlusCFront_xxx.exe installation program. This will install the external components for the replication with PlusCfront. Details about the PlusCfront can be found in the ReadMe.Doc. that is available in the PlusCfront folder. Follow the instructions given in the installation program to complete the installation. After importing the Microsoft Dynamics NAV License in the PlusCfront License Information form, you can insert the PlusCfront License Key. In case you have no license key, press Cancel. You may need to restart the Computer afterwards System Versions Before you can replicate with Data Director you must set up system versions. These are the Microsoft Dynamics NAV versions that will be used in the Data Director replication. Then you can assign a system version to each distribution location. This is necessary in for the system to create connection strings which point to the databases. Please note that it is not necessary to set up the system versions when you use the PlusCfront Replicator only. To Set Up System Versions: 1. Click LS Retail - Scheduler, Distribution, Dist. Location Versions. The Dist. Location Versions window appears. 2. Fill in the ID and Description fields. 3. Fill in the Plugin ID field according to the options in the Online help for fields. 4. Fill in the Plugin String field. You can also insert the system versions by inserting the default data in the Retail Setup: 1. Click LS Retail Back Office, Setup, Retail Setup. The Retail Setup Card appears. Chapter 1 222

224 2. Click Functions, Insert Default Data. The Insert Default Data card appears. 3. Click Clear All, the select the System Versions and click Insert. Answer the confirmation question with Yes. Attention Note that the default data might not contain the version you are working with. In this case you need to setup the version manually General Replication Information To run replication successfully, you should fill in replication information that will be used in all distribution locations in your system. To Specify General Replication Information: 1. Click LS Retail - Scheduler, Setup, Scheduler, Scheduler Setup. The Scheduler Setup window appears. 2. Fill in the Days Actions Exist, Days Sched. Log Exists and Days Preaction Log Exists fields. In case you use the Data Director and keep your messages in the Microsoft Dynamics NAV database, you fill in the Days Inc./Outg. Msg. exist. 3. If you like to replicate by Preactions see also chapter 12 then select Replicate using Preactions. 4. If you like to use the Microsoft Dynamics NAV Application Server to run the Scheduler then select Enable NAS Scheduler. You need to further configure the NAS in order to use it for that purpose Specifying Replication Information for Distribution Locations For each Distribution Location with or in which you are running replication, whether it is the head office, store or POS terminal, you must specify replication information for the Distribution Location before running replication with the Distribution Location. When you have installed and registered files for replication and specified replication information for distribution locations, you can test the connection to the Distribution Location to make sure that the setup has been carried out right. Chapter 1 223

225 To Specify Replication Info for Distribution Locations: 1. Click LS Retail - Scheduler, Distribution Location. The Distribution Location Card window appears. 2. Browse to the relevant Distribution Location. 3. On the General tab you can specify the Distribution Group. If the Distribution Location is a Store, it can come from the Store Card. 4. On the Replication tab, fill in the Company Name, User ID and the Password fields with the username and password of the Replicator running in the Distribution Location. Please keep in mind that this might be different from the database you are working in since the Distribution Location can point to a different database. The Company Name is case sensitive so make sure you enter it correctly. 5. If you are using the Data Director fill in the Distribution Server field. 6. If needed place a checkmark in the Location Uses Server field, and if you do, also fill in the Server Name field. When you use a SQL Server you must specify the Db. Path & Name. 7. If you are using the Data Director, select a system version in the Version field. 8. Select the Driver Type. 9. Change the contents of the Net Type field if needed. 10. Select the relevant path in the Path to CFront Directory field Distribution Location Connection Testing When you have installed and registered files for replication and specified replication information for each Distribution Location, you should test the connections to each Distribution Location to make sure the setup has been carried out correctly. To Test Connections to Distribution Locations: 1. Click LS Retail - Scheduler, Distribution Location. The Distribution Location Card window appears. 2. Browse to the relevant Distribution Location and click Functions, Test Connection. 3. If you use the Data Director, click Functions, Test Connection with Data Dir. Select to use the Data Director. If the connection to the location has been set up right the system will prompt you with a message of a successful testing. Chapter 1 224

226 Reading Design of Locations It is possible to replicate between Microsoft Dynamics NAV databases that do not have the same table and field structure. If this is the case, you need to read the design of the database that is different from the database that stores the replication jobs. When you have read the design of the Distribution Location you can set up a field transfer list for replicating between different tables. 1. Click LS Retail - Scheduler, Distribution Location. The Distribution Location Card window appears. 2. Browse to the location you want to read the design of and click Functions, Read Design. 3. A status window appears informing you of the status of the database reading. When the reading has been successfully finished, you can view the tables of the database by clicking Dis. Location, Dist. Location Tables. 4. With the Data Director it is possible to read only the table design or optionally both the tables and fields. To do so, use the Read Design with Data Dir. When you have just a few tables that have a different design, it is faster to just read the design of the tables and the fetch the fields only for those tables. This can be done under Dis. Location, Dist. Location Tables. Select the table and click Table, Fetch fields v/dd. Attention Before reading design from another location, the Local Store No. field in the Retail Setup table in the location you are reading to must be set to the location you are reading the design to. Also, the result of testing the connection to the location you are reading from must be successful The Scheduler In the LS Retail system, the Scheduler combines all scheduler jobs in the system, whether they are replication jobs or miscellaneous. Chapter 1 225

227 In the Scheduler you can view how the scheduler jobs were processed, if they were run successfully or if an error was returned. You can also set the actual date and time of next processing specific scheduler jobs from the Scheduler. From the Scheduler you can run scheduler jobs directly without the scheduler server, you can also order a run of a specific scheduler job assign further priorities to a scheduler job to ensure it will be run ahead of other scheduler jobs by the scheduler server Scheduler Job Types Scheduler job types are used for setting up objects that run different types of scheduler jobs. You can set up various scheduler job types for example for running replication as well as for running miscellaneous jobs in the scheduler, jobs which are not replicating data. For running PlusCfront replication you must set up a scheduler job type, running codeunit , Perform Replication Job and select the option Single Location in the Distribution Restrictions field. For running the Data Distributor you must set up a scheduler job type, running codeunit , Data Distribution and select any option in the Distribution Restrictions field. You can create other job types running other objects. When you have set up a scheduler job type, you can assign it to a scheduler job. To Set Up Scheduler Job Types: 1. Click LS Retail - Scheduler, Setup, Scheduler, Scheduler Job Types. 2. Press F3 to create a new scheduler job type. 3. Fill in the Type Code and Description fields. For PlusCfront replication Job Types you must set the Distribution Restrictions to Single Location. 4. For running specific objects you have to set the Distribution Restrictions to No. 5. In the Object Type field, select whether you want to run the job type with a Report, Dataport or Codeunit. 6. In the Object No. field, select the relevant object. Repeat steps 2 to 5 for each scheduler job type you want to create. Chapter 1 226

228 Another way to insert default Scheduler Job Types is to insert the default data from the Retail Setup Scheduler Jobs Scheduler jobs can run at predefined intervals. Scheduler jobs can be used for various kinds of functionality: To run batches in the location, but most noticeable, to replicate table data between locations. When running replication, a scheduler job is called a replication job. Each replication job can replicate one or more table data. You need to set up replication jobs to replicate data between locations, for example from the head office to selected stores. To Set Up Replication Jobs: 1. Click LS Retail - Scheduler, Scheduler Job. 2. Press F3 to create a new replication job. 3. Fill in the Job ID and Description fields. 4. In the Scheduler Type Code field select the scheduler job type set up to run Data Replication. 5. For PlusCfront Replication Jobs set the Distribution Restrictions to Single Location. 6. Replication with Data Director supports all types of Distribution Restrictions. 7. In the From-Location Code select the Distribution Location you like to replicate from. The Replication with the Data Director supports the use of the Use Current Location. With that selected, the From-Location will be the Distribution Location of the Local Store Number set in the Retail Setup. 8. If you have set the Distribution Restrictions to Single Location, you select the Distribution Location you like to replicate to in the field To-Location Code. 9. For PlusCfront Replication Jobs select the Object Setup tab and set Object Type to Codeunit and select the Codeunit For Data Director Replication Jobs select the Object Setup tab and set Object Type to Codeunit and select the Codeunit In the Scheduler Job lines in the lower half of the window, fill in the Subjob ID field by selecting a subjob you want to include in the scheduler job. Repeat step 11 for each Scheduler Subjob you want to include in the Scheduler Job. The subjobs will be run in the order they appear in the job lines. Repeat steps 2 to 10 for each replication job you want to set up. Chapter 1 227

229 Attention You cannot include any Scheduler Subjobs in a Scheduler Job unless you have already set up the relevant Scheduler Subjob(s) Scheduler Subjobs For each table you want to set up replication for, you must set up a Scheduler Subjob. Then you must include a (number of) Scheduler Subjob(s) in a scheduler job. Depending on the kind of the table you want to replicate and the direction you like to replicate it, you select the replication method for each subjob. There are three replication methods: Normal Replication Normal Replication with Replication Counter Replication by Actions To Set Up Scheduler Subjobs: 1. Click LS Retail - Scheduler, Scheduler Subjob. 2. Press F3 to create a new replication subjob. 3. Fill in the ID and Description fields. 4. In case you like to replicate tables between databases that have different table design you use the From-Location Design and To-Location Design Reference see Fill in the From Table ID and To Table ID fields by selecting the table(s) you want to replicate from/to. If you do not select the same table in both fields, you have to set up a transfer field list, determining which fields in the From-Table should be replicated into which fields in the To- Table. Chapter 1 228

230 6. In the Replication Method field, select the relevant replication method. 7. For Scheduler Subjobs with the Replication Method Normal, you need to define the What To Do. Scheduler Subjobs with the Replication Method By Actions have the What To Do blank. 8. Fill in other fields as needed, depending on the replication method you are using for the table. Another way to insert default Scheduler Subjobs is to insert the default data from the Retail Setup Linking Scheduler Subjobs You can define tables linked to a Scheduler Subjob. When you have linked a table to a Scheduler Subjob, the replication of the table will take place along with replication of the Subjob, according to the setup of the subjob. Linking Scheduler Subjobs guarantees that related tables are never replicated separately, either all linked tables are replicated, or none, even if the system stops in the middle of replication. To Link Scheduler Subjobs: 1. Click LS Retail - Scheduler, Scheduler Subjob. The Scheduler Subjob window appears. Browse to the subjob you want to link other tables to and click Subjob, Linked Tables. The Scheduler Subjob Linked Tables window appears. 2. Fill in the From Table ID and To Table ID fields by selecting the table(s) you want to replicate from/to. If you do not select the same table in both fields, you have to set up a transfer field list, determining which fields in the From-Table should be replicated into which fields in the To- Table. 3. You need to create filters to specify the relation of the subjob and the linked table. Click Linked Table, Filters and Links and specify the relations. 4. If you want to include or exclude fields in the table from replication, first select the relevant option in the Field Transfer Type field and then click Linked Table, Field List and specify the fields you want to include/exclude from replication. Repeat steps 2 to 5 for each table you want to link to the subjob. Chapter 1 229

231 Example To link replication of the Statement Line table to the Statement table, you set up a subjob for the Statement table and then link the Statement Line table to the Statement table subjob. For linking the statement lines to the relevant statement you select the Statement No. field in both tables as a link. Then, when a Statement record is replicated, all records in the Statement Line table that have the same Statement No. are replicated as well Miscellaneous Jobs Several jobs are available in the LS Retail system and can be run as miscellaneous jobs in the Scheduler at defined intervals. Before you set up a miscellaneous job, you must set up a scheduler job type, representing miscellaneous jobs. To Set Up Miscellaneous Jobs: 1. Click LS Retail - Scheduler, Scheduler Job. The Scheduler Job window appears. 2. Press F3 to create a new scheduler job. 3. Fill in the Job ID and the Description fields. 4. In the Scheduler Job Type Code field, select a scheduler job type you have set up for miscellaneous jobs. 5. On the field Job Type you select the Job Type Custom. 6. On the Object Setup tab, select the relevant object type in the Object Type field. 7. In the Object No. field, select the object you want to run in the scheduler. 8. If needed set Uses Scheduler Job Record to False Available Miscellaneous Jobs Chapter 1 230

232 The objects in the following table are examples of how to run miscellaneous jobs in the Scheduler at defined intervals in LS Retail. It is important to read through the list to check which jobs you need to set up in your company. Object Description Scheduler Job Record Codeunit Used to delete actions and scheduler logs in Yes Delete Logs both head office and store databases. You need to run this job regularly in the relevant databases to manage database space properly. Codeunit Creates Statistic Records from Transactions. No Statistics Utils Codeunit PreAction -> Actions Creates Actions out of Preactions. No Codeunit Transaction Archiving Codeunit Blocking Utility Codeunit Update Remote Statuses Codeunit Label Utility Codeunit POS Transaction Server Utility Used to Archive POS transactions. It copies No POS Transactions into archived transactions and deletes them afterwards from the POS transactions. Used to block staff that have today s date or an older one in the Date to be Blocked field and have yet to be blocked. Updates the remote statuses of the Data Director Yes Message Tables. You can administrate remotely some parts of the Data Director messages. Yes Creates needed Labels No Update POS Inventory Lookup table by running this Codeunit Methods of Replication The replication process for LS Retail uses three basic methods for replicating from one database to another: Normal Replication Normal Replication with Replication Counter Replication by Actions Depending on the type of the table and data and the frequency of replication, you select which replication method is optimal for each replication job. The Replication Method of each Replication Subjob defines which method is used, Normal or By Actions. Attention It is recommended not to combine the replication jobs Normal and By Action in one Scheduler Job Normal Replication When you use the replication method Normal Replication, the replication process uses table comparison to make the table replicated to identical to the table replicated from. It reads the records in the table in the database it is replicating from (From-Table), finds the Chapter 1 231

233 corresponding records in the table in the database it is replicating to (To-Table), and makes them identical to the records in From-Table. If the records in From-Table do not exist in To- Table, the replication process adds them to the To-Table. The replication process reads through the records in To-Table and deletes them if they do not exist in From-Table. You can restrict the replication process actions to allow only adding to, updating or deleting to the table replicated to or any combination thereof. If you are replicating tables that do not create actions, that do not have replication counters and from which records may be deleted, you have to use normal replication, otherwise normal replication with a replication counter is generally a better option. Since normal replication requires reading all table records in both databases, it is not recommended for large tables. If the records in the From- or To-tables are not deleted regularly, replicating by using replication counter is a preferred option. Attention Normal replication of a table from the head office to stores leaves no trace in the stores' databases of which records have been deleted in the table. Therefore, if the POS terminals are not online in store, and a given table is replicated to the POS terminals in the store, the store's database cannot tell the POS terminals database which records to delete. It is therefore not recommended to have a normal replication for tables that are sent to the POS terminals. If the head office to stores replication method is normal, the replication of the same table to the POS terminals must be normal as well. You can also set up normal replication from the stores to the head office. Then you need to make sure that replicating data from one store to head office does not overwrite data replicated from another store. To Set Up Normal Replication: 1. Click LS Retail, Setup, Scheduler, Scheduler Subjob. 2. Press F3 to create a new subjob. 3. Fill in the ID and Description fields. 4. Fill in the From Table ID and To Table ID fields by selecting the table(s) you want to replicate from/to. When the tables have a different table design as in the database you are working in, you fill in the From-Location Design and To-Location Design. This is necessary for assigning the not know fields in the transfer field list. If you do not select the same table in both fields, you have to set up a transfer field list, determining which fields in the From-Table should be replicated into which fields in the To-Table. See the chapters above as well. 5. In the Replication Method field, select the Normal option. 6. In the What To Do field, select the required option. Chapter 1 232

234 Replication with Replication Counters Performing a normal replication of a table without replication counters may require reading all table records in both databases. A normal replication with replication counters, on the other hand, limits the number of records replicated each time The Replication Counter For each scheduler subjob, the Replication Counter (sometimes called Source Counter) field indicates the number of a field in a table being replicated from (From Table) that is given a value when a record in the table is inserted or modified. The value is a number one higher than the Replication Counter value that was given to the last record inserted or modified in the table. The replication counter allows the replication process to recognize the records that have been inserted or updated in the database being replicated from since the last replication took place to the same location, and replicate these records only. Records that are deleted from a table replicated with Replication Counter will not be deleted from the table in the database replicated to. The replication process does not replicate the Replication Counter field to a To-Table, unless the Replication Counter field is in the primary key of the table. If the Update Repl. Counter field for the Scheduler Subjob has a checkmark, the program will update the Replication Counter in the To-Table. That is; for each record modified or inserted it looks for the highest Replication Counter value in the To-Table and increments it by one for the modified or inserted record. You should use the field Replication Counter as Replication Counter in the Transaction tables in order to replicate them from the stores to head office. You can add a special Replication Counter field to your own tables that is updated when the records are both updated and added, to replicate both changes and additions to these tables in the stores to head office The What to Do Field In most cases the option selected in the What to Do field for each scheduler subjob, is Add Only. This option only allows new records in the From-Table to be added to the To-Table. Beware, that using the Add instead of Add Only option for ledgers and transactions may cause a loss of data in the database replicated to, since records with the same values in key fields in the From-database will override records in the To-database. The Add Only option will not allow overriding and return an error message for the scheduled subjob. For small tables, such as the Tender Type table, Update-Add is an optimal option. Chapter 1 233